Quality Records Coordinator

HDR; San Francisco (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

HDR is actively seeking a Quality Records Coordinator to support the NorCal office by managing the QMS and QA/QC activities. You will serve as local admin support to office leadership, monitor QA/QC tasks via the QMIS, and coordinate annual hard copy destruction.

You will collaborate with the Office Quality Leader to report on QMS implementation, update local processes, address staff questions, and identify training opportunities.

Qualifications

• 3 years in similar consulting industry.
• Understanding of QMS fundamentals.
• Strong verbal and written communication with investigative interview experience.
• Familiarity with MS Excel, Word, Adobe PDF and PowerPoint.

Responsibilities

• Serve as the local administrative support to the office leadership for the management of the QMS.
• Monitor the proper scheduling and completion of QA and QC activities through the department’s use of the QMIS.
• Coordinate hard copy destruction process annually.
• Support Office Quality Leader by regularly reporting QMS implementation, lessons learned, and audit resolution strategies.
• Work with Office Quality Leader to continually update local processes supporting implementation of QMS and ILG requirements.
• Assist Office Quality Leader with responding to staff questions or issues related to policies and procedures related to the organization’s QMS.
• Identify local opportunities for training and support through monitoring loss trends due to quality related issues.
• Assist with Quality Audits as needed
• Quality Coordination to include but not limited to: Projects (for all projects in NorCal); Reviews; Schedule and Lead 0% Project Reviews; Confirm Project Reviews and Business Reviews; Risk Exposure/Register; Schedules; Track phase deliverables dates; Confirm project deliverables have QA/QC prior to submission; Staffing; Staffing tool expertise; Scheduling staffing conflicts; Requisitions; Help hiring managers develop requisitions; Monitor and track requisitions; MOA Tracking; Go/NoGos; Fee Reviews/Fee Revisions/Add services; Contract reviews; Proposal submissions; Signature authorization.

Skills

Verbal communication

Written communication

Investigative interviewing

Teamwork

Time management

Education

Bachelor's degree

Tools

MS Excel

Word

Adobe PDF

PowerPoint

Job description

At HDR, our employee-owners are fully engaged in creating a welcoming environment where each of us is valued and respected, a place where everyone is empowered to bring their authentic selves and novel ideas to work every day. As we foster a culture of inclusion throughout our company and within our communities, we constantly ask ourselves: What is our impact on the world?

Watch Our Story: https://www.hdrinc.com/our-story

Each and every role throughout our organization makes a difference in our ability to change the world for the better. Read further to learn how you could help make great things possible not only in your community, but around the world.

We believe architecture is more than designing buildings, it’s about providing solutions to societal challenges and creating stronger, more vibrant communities. As part of our Architecture practice at HDR, you’ll contribute to the design and delivery of spaces and experiences that advance community well-being around the world. From healing environments and learning spaces to research labs and civic landmarks and infrastructure, your work will directly influence how individuals experience the world around them. We bring together architects, planners, designers, and technical experts to solve complex design challenges with creativity, curiosity, and collaboration. From championing design excellence with an emphasis on resilience and sustainability to pioneering innovative building technologies, your contributions will leave a lasting impact on the built environment. This isn’t just a job, it’s a chance to drive meaningful change and help define the future of our communities.
In the role of Quality Records Coordinator, we’ll count on you to:

• Serve as the local administrative support to the office leadership for the management of the QMS.

• Monitor the proper scheduling and completion of QA and QC activities through the department’s use of the QMIS.

• Coordinate hard copy destruction process annually.

• Support Office Quality Leader by regularly reporting QMS implementation, lessons learned, and audit resolution strategies.

• Work with Office Quality Leader to continually update local processes supporting implementation of QMS and ILG requirements

• Assist Office Quality Leader with responding to staff questions or issues related to policies and procedures related to the organization’s QMS.

• Identify local opportunities for training and support through monitoring loss trends due to quality related issues.

• Assist with Quality Audits as needed

• Quality Coordination to include but not limited to:

• Projects (for all projects in NorCal)

• Reviews

• Schedule and Lead 0% Project Reviews

• Confirm Project Reviews are scheduled as needed, quarterly at a minimum. (Project reviews to be scheduled and led by TBD)

• Confirm Business Reviews are scheduled as needed, quarterly at a minimum. (Project reviews to be scheduled and led by accounting)

• Risk Exposure/Register – track compliance

• Schedules

• Track phase deliverables dates

• Confirm project deliverables have been QA/QC prior to submission

• Staffing

• Become “expert” in the use of HDR’s staffing tool

• Responsible for confirming all “Core Teams” have updated the staffing tool for their staff and/or complete for them a minimum of a 2-week outlook.

• Responsible for scheduling and leading “staffing conflicts” meetings.

• Requisitions

• Help hiring managers develop requisitions

• Monitor and track requisitions

• MOA Tracking

• Go/NoGos

• Fee Reviews/Fee Revisions/Add services

• Contract reviews

• Proposal submissions

• Signature authorization

Preferred Qualifications

• Embrace the HDR brand promise and values.

• Must execute work in a professional and ethical direction for the company and staff.

• Bachelor’s degree

• A minimum of 5 years related experience

• Must be team-oriented and able to work with a variety of people in a fast-paced environment

• Experience in an Architectural/Engineering firm a plus

Required Qualifications

• A minimum of 3 years in similar consulting industry.
• Ability to develop an understanding of QMS fundamentals.
• Strong verbal and written communication with investigative interview experience.
• Familiarity with MS Excel, Word, Adobe PDF and PowerPoint.

What We Believe

HDR is our company. Together, we build on each other’s life experiences and perspectives to make great things possible every day. This shapes our collaborative culture, encourages organizational trust and connects us closer to the clients and communities we serve.

Our Commitment

As employee owners, we all have a role in creating an inclusive environment where each of us is welcomed, valued, respected and empowered to bring our authentic selves to work every day.

Our eight Employee Network Groups (Asian Pacific, Black, Hispanic/Latino(a), LGBTQ+, People with Disabilities, Veterans, Women, Young Professionals) help create a sense of belonging and foster a supportive environment where everyone is empowered to engage and contribute. Each group has an executive sponsor and is open to all employees.