Administrative Coordinator, Quality

H2O Innovation Inc.; Anoka (MN); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

401K plan with employer's contribution

Three weeks of paid vacation per year

Twelve paid wellness days per year

Extensive training for the position

Job summary

H 2 O Innovation is seeking an Administrative Coordinator, Quality to anchor our documentation and records as we head toward ISO 9001 certification. You will maintain procedures, forms and records, ensure version control, and support audit readiness in a fast-paced environment.

The role involves coordinating training in our learning system, managing templates, and leveraging AI-assisted drafting tools. Expect travel to Canada and the United States and collaboration with the quality team to

Qualifications

• Solid command of Microsoft Word, Excel, SharePoint and Outlook.
• Ability to create and manage templates, trackers, forms and data tables.
• Strong organizational skills and rigour in tracking deadlines and records.
• Discretion with sensitive information and travel up to 20% (US/Canada).
• Experience with ISO 9001 context and document control is an asset.

Responsibilities

• Maintain, distribute and archive controlled documents: procedures, work instructions, forms and records.
• Track revisions and keep document histories up to date.
• Verify formatting, version control and adherence to templates.
• Identify and resolve inconsistencies, duplicates and obsolete documents.
• Coordinate migration to the new electronic quality system platform.
• Assist with AI-assisted drafting, formatting, translation and validation.
• Contribute to ISO 9001 documentation structure.
• Support deviations, corrective actions and NCR follow-ups.
• Prepare documentation for internal and external audits and ensure quick access.
• Compile and present document control performance reports and metrics.
• Suggest improvements to documentation processes and automation opportunities.

Skills

MS Word

Excel

SharePoint

Outlook

Templates

Data tables

Forms

Power Automate

Power Apps

Microsoft 365 tools

Education

College or university education in administration

Quality or related field (asset)

Tools

Power Automate

Power Apps

Microsoft 365 tools

Job description

Salary Range: $50,000.00 To $65,000.00 Annually

H 2 O Innovation is a company specialized in smart water treatment solutions. We simplify water treatment by integrating leading-edge technologies to sustainably solve water-related challenges, supported by our team of trusted experts. Our mission is to deliver services on an international scale within a caring, people-focused environment that fosters both professional and personal growth. Join our talent pool and grow with H 2 O.

H 2 O Innovation is looking for an Administrative Coordinator, Quality who will bring a positive attitude, strong organizational skills and a genuine desire to learn. This person will be the administrative anchor of the quality team, maintaining the documentation, records and follow-ups that keep our system running day to day. They are joining at a pivotal moment, as we structure our quality system toward ISO 9001 certification an uncommon opportunity to take part in a full certification journey and gain experience that many professionals take years to acquire. Supported by an experienced team, they will actively contribute to improving the way we work.

The Benefits

Overall remuneration including:

• Extensive training for the position;


• 401K plan with employer's contribution;


• Three (3) weeks of paid vacation per year;


• Twelve (12) paid wellness days per year.

The Day-to-Day

• Maintain, distribute and archive controlled documents: procedures, work instructions, forms and records;


• Track revisions and keep document histories up to date;


• Verify formatting, version control and adherence to company templates prior to publication;


• Identify and resolve inconsistencies, duplicates and obsolete documents;


• Coordinate the migration of documents to the new electronic quality system platform;


• Use the tools provided, including AI assistants, to speed up drafting, formatting and translation of documents, validating the results before publication.


• Contribute to establishing the documentation structure required by the ISO 9001 standard;


• Follow up on deviations, corrective actions and NCRs with the relevant owners;


• Prepare the documentation required for internal and external audits and ensure quick access to it;


• Compile and present document control performance reports and metrics;


• Propose improvements to documentation processes and use cases where automation could reduce manual work.


• Keep the training matrix and competency records up to date in the learning management system;


• Coordinate training sessions, manage registrations and follow up on training due for renewal;


• Lead the logistics of team meetings and committees: invitations, agendas, minutes and follow-up on open items;


• Provide first-level support to users during system and process rollouts;


• Keep applicable records and documents up to date, including health and safety and environmental records.

The Skills We Are Looking for

• Solid command of Microsoft Word, Excel, SharePoint and Outlook; comfortable creating and managing templates, trackers, forms and data tables;


• Strong organizational skills and rigour in tracking deadlines and records;


• Close attention to detail when producing and reviewing documents;


• Ability to manage multiple priorities independently and move files forward without constant supervision;


• Discretion when handling sensitive information;


• Willingness to travel within Canada and the United States (approximately 20% of the year, with a heavier load during the first year due to the transition);


• College or university education in administration, office systems, quality or a related field (asset);


• Knowledge of the ISO 9001 standard (asset);


• Experience in document control or with a quality system platform (asset);


• Experience using AI assistants in a professional or academic setting (asset);


• Familiarity with Power Automate, Power Apps or other Microsoft 365 tools for workflow automation (asset);


• Hands-on experience with continuous improvement (asset);


• Experience in a manufacturing, engineering or regulated environment (asset).