Quality & Documentation Coordinator

Ravago; Orlando (FL); On-site; USD 45,000 - 65,000; Full time

Job summary

Ravago in Orlando, FL is seeking a Quality and Documentation Coordinator to provide transactional support across Ravago Legal Entities. You will handle quality deviations, regulatory documentation and ISO/QMS maintenance, partnering with Sales, Customer Service and Suppliers to ensure regulatory compliance.

The role requires a Bachelor’s degree or equivalent and experience with high-volume documentation management.

Qualifications

• Bachelor’s degree or equivalent required.
• 4+ years of experience in high-volume, multi-site, remote documentation management preferred.

Responsibilities

• Provide transactional support for quality deviations, claims, complaints, and regulatory docs.
• Liaise between Sales/Customer Service and Suppliers for regulatory documentation inquiries.
• Maintain ISO/QMS documentation with Quality Specialists.
• Manage regulatory requests (REACH, RoHS, Prop65, etc.) and maintain logs.
• Create documentation with backups to ensure regulatory compliance.
• Collaborate with tech teams for data requests and improvements to tools.
• Assist with onboarding and training on documentation tools.
• Escalate high-risk requests to Supervisor/Manager as needed.

Skills

Commercial operations

Written and verbal communication

Analytical thinking

Detail oriented

Multitasking

Schedule flexibility

Team collaboration

Adaptability

Urgency in work

MS Office (Excel, PowerPoint, Outlook)

Education

Bachelor’s degree or equivalent

Job description

Job Description

Purpose:

The role of the Quality and Documentation Coordinator is to provide transactional support to multiple Ravago Legal Entities in: Providing transactional support in the recovery aspects of Quality Deviations (Claims/Complaints/Returns) as well as being instrumental in the identification of risks and opportunities which will ensure our Supply Chain operates in a continuous improvement environment under the guidelines set forth by the established Quality Management Systems.

Act as the main liaison between Sales Representatives/Customer Services Representatives and Suppliers to handle regulatory related documentation inquiries submitted by Customers.

Support Quality Specialist in the maintenance of ISO/QMS related documentation.

Areas of Responsibility / Tasks:

Performance must reflect appropriate level of expertise and achievement of the desired results for the items listed below.

• May assist with initiating investigations with various departments to determine the root cause of an issue by using various root cause analysis technique
• May collaborate with Quality Specialists and/or other departments to ensure preventative actions are sufficient enough to prevent a reoccurrence of an issue
• May assist in preliminary negotiations when multiple parties are at fault for an error by providing an in-depth analysis of the investigation
• May collaborate with Quality Specialist to Infer based on limited analysis of information in an investigation as to the most likely scenario for how an issue may have occurred
• May collaborate Interact with Quality Specialist in order to uncover root causes to issues and determine action plan to avoid their recurrence
• Produce reports as needed for Quality Specialists and/or Quality Manager
• Manage all regulatory requests (REACH, RoHs, Prop65, Conflict Minerals, UL card, IMDS, PPAP……..) by interacting with Vendors’ Regulatory Teams
• Maintain the vendor regulatory contact list and any other appropriate lists
• Create documentation as requested while ensuring that the appropriate back up is recorded to ensure legal and regulatory compliance with support from management as needed
• Partners with tech team for any additional requests or data
• Provide statements as confirmed by the manufacturers for unique absence of substance requests
• Record all regulatory requests in a log that can be easily referenced
• Collaborate with Quality Specialists to update ISO/QMS related documentation
• Collaborate with Quality Manager and Quality Specialist to complete/review Customer Surveys and their Quality Manual/Guidelines
• Use documentation tool to keep track of expiring documents in order to obtain updated versions from suppliers.
• Use the documentation tool to process requests for documentation ( regulatory)
• Facilitate the improvement of the established documentation tools to better meet business needs
• Assist with uploading documents within the documentation tool for onboarding and training where needed
• Facilitate training of new team members on documentation role and tools
• Escalate complicated or high-risk regulatory document requests to the Supervisor or Manager as needed
• Process sustainability transactions and coordinate with other departments as needed
• Organize, upload and distribute sustainability related documents and distributor as needed
• Facilitate the implementation of documented sustainability initiatives such as survey creation, survey completion, various sustainability certifications
• Assist the Quality Manager with establishing documented sustainability processes
• All other duties as assigned by Quality Manager

Key Partnerships:

A team player must cultivate successful relationships with the following individuals to achieve alignment and support.

• Amco, Entec, Commercial Teams, additional teams as needed (approved by Quality Manager)
• Customer Service, Product Management, Inventory Transportation, Accounting
• Carriers, Warehouses & Suppliers

Competencies, Knowledge, Skills, Abilities (KSA):

The competencies listed below are observable behaviors and results an individual must have experience essential knowledge, skill, and abilities required of a successful incumbent within our culture. To perform this role successfully, an individual must have experience achieving desired result(s) in their areas of responsibility.

• Knowledge of commercial operations
• Excellent written and verbal communication skills and ability to work with a wide range of individuals and departments
• Good analytical and problem solving skills
• Detail oriented and ability to prioritize
• Good at multitasking
• Flexibility in schedule with ability to handle problems outside of typical business hours
• Proven ability to work well within a team and promote strong relationships meanwhile maintaining professional attitude and positive outlook
• Willingness to adapt in an evolving environment
• Innate sense of urgency that provides proactive and consistent work
• Proficient in Microsoft Office, Excel, Powerpoint, and Outlook

Minimum Qualifications / Education / Certifications:

• Education:
• Bachelor’s degree or equivalent work experience required
• Optimally 4 years’ experience with high-volume, multi-site, remote documentation management

The work environment/conditions described herein are representative of those that an incumbent may experience, and therefore must be adaptable to.

• Must be comfortable working in a shared space, with constant noise, with/or without the use of a private office.
• Schedules may vary from week to week based on business demands in excess of 40 hours with or without notice.

Physical Requirements / Demands:

The physical demands described herein are representative of those that must be met by an incumbent to successfully perform the essential functions of this job. *Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions & physical demands of this role .

• While performing the duties of this job, the incumbent is regularly required to communicate verbally, read and comprehend information, type on a consistent and daily basis.
• Push, pull, and lift up to 25lbs on if required..
• While performing the duties of this job, the incumbent is regularly required to travel by foot, car, bus, airplane or other means of transportation which require sitting, waiting and standing for long and short periods of time.

Acknowledgement:

This job description is not an exhaustive list of areas of responsibility or tasks that an incumbent in this position may be asked to perform. All Employees are required to deliver the desired results intended for their role, at the designated level of competency commensurate with their job title, scope and level within the organization.

NOTICE TO APPLICANTS

Ravago Americas is an equal employment opportunity employer. We adhere to a policy of making employment decisions without regard to race, color, age, sex, religion, national origin, disability, veteran status, citizenship status, or marital status. We assure you that your opportunity for employment with this employer depends solely upon your qualifications.

Job Family SUPPLY CHAIN - PROCUREMENT (Planning, Inventory, Analysis)