Administrative Coordinator, Quality

H2O Innovation; Anoka (MN); On-site; USD 52,000 - 70,000; Full time

Benefits offered by this job

Profit sharing

Extensive training

Dental & vision insurance

Telemedicine

401K with employer match

3 weeks paid vacation

12 wellness days

Job summary

H2O Innovation is seeking an Administrative Coordinator, Quality to serve as the administrative anchor of the quality team. You will maintain documentation, records and follow-ups to support ISO 9001 certification efforts and a smooth day-to-day operation.

Join a collaborative environment focused on continuous improvement, with exposure to a full certification journey and opportunities for professional growth within a manufacturing/regulatory context.

Qualifications

• College or university education in administration, office systems, quality or related field.
• Knowledge of the ISO 9001 standard is an asset.
• Experience in document control or with a quality system platform is an asset.
• Experience using AI assistants in a professional or academic setting is an asset.
• Familiarity with Microsoft 365 tools for workflow automation 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 company templates prior to publication.
• Identify and resolve inconsistencies, duplicates and obsolete documents.
• Coordinate migration of documents to the new electronic quality system platform.
• Lead the logistics of team meetings and committees: invitations, agendas, minutes and follow-up on open items.

Skills

MS Word/Excel

SharePoint/Outlook

Templates & trackers

Document control

ISO 9001 knowledge

Power Automate

Education

College/university admin education

Tools

Power Automate

Job description

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

• Profit sharing bonus program;
• Extensive training for the position;
• Group Insurance plan including dental, vision & telemedicine;
• 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).