Quality Administrator

Seal Dynamics - A HEICO Company; Hauppauge (NY); On-site; USD 60,000 - 80,000; Full time

Job summary

Seal Dynamics - A HEICO Company, based in Hauppauge, NY, seeks a Quality Administrator to coordinate quality documentation, records, and day-to-day compliance. The role supports RMA workflows, drafts SOPs, and maintains ERP instructions while handling training records and audits.

Collaboration with IT, Operations, and Training is essential to ensure accurate, current information. The position reports to the Hauppauge, NY office and offers opportunities to contribute to continuous improvement

Qualifications

• Proficiency in Microsoft Office Suite and documentation tools.
• Experience with video editing software (e.g., Clipchamp, Office 365).
• Strong attention to detail and organizational skills.
• Excellent written and verbal communication skills.

Responsibilities

• Coordinate quality documentation, records, and day-to-day compliance activities.
• Assist with the RMA process and specialized order-fulfillment documentation; draft and maintain SOPs and ERP instructions.
• Control document revisions; maintain training records, including recurring and expiring requirements.
• Support internal QMS audits, track findings and corrective actions, and develop instructional materials.
• Collaborate with cross-functional teams to ensure compliant information is available.
• Report to Hauppauge, NY office and support ERP implementation or upgrades.

Skills

Attention to detail

Organizational skills

Written and verbal communication

Education

HS Diploma or equivalent

College is a plus but not required

Tools

Microsoft Office Suite

Clipchamp

Office 365

Job description

Seal Dynamics (A HEICO Company) founded in 1976, with its corporate headquarters based in Hauppauge, NY is a world leader in technical sales and the distribution of aerospace components.

The Quality Administrator supports the Quality Department by coordinating quality documentation, records, and day-to-day compliance activities. This role assists with the RMA process and specialized order-fulfillment documentation; drafts and maintains SOPs and ERP instructions; controls document revisions; and maintains training records, including recurring and expiring requirements. The position also supports internal QMS audits, tracks findings and corrective actions, develops clear instructional materials and training videos, and collaborates with cross-functional teams to help ensure accurate, current, and compliant information is available throughout the organization.

This role reports to our Hauppauge, NY office.

Key Responsibilities

Auditing & Quality Control

• Support RMA process and specialized document preparation for order fulfillment
• Track document revisions, maintain version control, maintain training records including recurring and expiring training
• Conduct regular audits of existing documentation to ensure relevance and accuracy; identify gaps or inconsistencies and recommend improvements.
• Assist in planning and executing internal audits of the QMS in accordance with ISO or regulatory standards.
• Document audit findings, non-conformances, and corrective actions.
• Follow up on audit outcomes to ensure timely resolution and continuous improvement.
• Support audit readiness and compliance initiatives across departments.

Document Creation & Maintenance

• Draft, revise, and maintain ERP-related instructions and SOPs.
• Ensure documentation aligns with company standards and compliance requirements while collaborating with subject matter experts (SMEs)

Multimedia Content Development

• Create instructional videos and visual guides using Clipchamp or similar platforms.
• Edit and enhance video content to ensure clarity and engagement.
• Maintain a library of training materials for internal use.

Collaboration & Communication

• Work closely with cross-functional teams including IT, Operations, and Training.
• Participate in ERP implementation or upgrade projects as needed.
• Provide support and training to end-users on accessing and using documentation.
• Help coordinate certification packs and documentation for other projects.

Qualifications

• Proficiency in Microsoft Office Suite and documentation tools.
• Experience with video editing software (e.g., Clipchamp, Office 365)
• Strong attention to detail and organizational skills.
• Excellent written and verbal communication skills.

Experience

• HS Diploma or equivalent, College is a plus but not required.
• Aviation background a plus but not required.

Physical Demands

• Ability to sit and work at a computer most of the day in an office environment.
• Ability to lift 20 lbs boxes.
• Opportunity for 4-day work week. 9/80 schedule upon completion of the probationary period.