Quality Records & Documentation Coordinator

Rhoads-Industries,-Inc.; Philadelphia (Philadelphia County); On-site; USD 52,000 - 66,000; Full time

Benefits offered by this job

Competitive health insurance packages

401k matching

PTO

Job summary

Rhoads Industries, located at The Navy Yard in Philadelphia, seeks a Quality Coordinator to support the Quality department with day‑to‑day documentation and records management. You will track timelines, review evidence, and ensure quality records are complete, organized, and retrievable.

The role requires 1+ years of administrative experience, strong organizational skills, and proficiency in Microsoft Office. U.S. citizenship and background clearance are required; benefits are included.

Qualifications

• High school diploma or equivalent required.
• Associate’s or Bachelor’s Degree preferred.
• 1+ years of administrative, clerical, or document control experience.
• Familiarity with document review, filing, and records management is a plus.
• Strong organizational skills with attention to detail and accuracy.
• Ability to manage multiple tasks, track deadlines, and prioritize workload.
• Proficient in Microsoft Office (Word, Excel, and Outlook).
• Comfortable using scanning equipment and document management/filing systems.
• Good written and verbal communication skills.
• Basic familiarity with quality documentation or ISO, UL, or AISC certifications is a plus.
• Must be a U.S. Citizen and pass all background clearances.

Responsibilities

• Maintain quality documentation logs and registers, keeping records current, complete, and accurate.
• Assist with the review of objective quality evidence (OQE) to confirm required documentation is present, legible, and properly completed before filing.
• Follow established procedures for recording, indexing, filing, retrieving, and archiving documents, and help keep those procedures up to date.
• Maintain confidentiality and proper handling of controlled quality records.
• Scan, upload, index, and file quality records, ensuring documents are kept together, in order, and easy to retrieve.
• Organize and maintain electronic and hard‑copy filing systems for quality plans, inspection and test records, certifications, and related documents.
• Track and maintain project timelines, milestones, and submittal due dates, and provide reminders to the Quality team so deliverables are completed on schedule.
• Perform routine data entry and update tracking spreadsheets, checklists, and status reports.
• Compile and distribute quality documentation and project‑related information to the appropriate personnel as directed.
• Prepare documentation packages and assemble records needed for internal reviews, customer submittals, and audits.
• Communicate with members of the project and quality teams to obtain missing documents and resolve filing discrepancies.
• Perform other administrative duties as assigned.

Skills

Organization

Communication

Multitasking

Attention to detail

Documentation management

Education

High school diploma or equivalent

Associate’s or Bachelor’s Degree preferred

Tools

Microsoft Office (Word, Excel, Outlook)

Scanning equipment

Document management systems

Job description

Rhoads Industries, located at The Navy Yard in Philadelphia, seeks a Quality Coordinator to support the Quality department with day‑to‑day documentation and records management. You will track timelines, review evidence, and ensure quality records are complete, organized, and retrievable.

The role requires 1+ years of administrative experience, strong organizational skills, and proficiency in Microsoft Office. U.S. citizenship and background clearance are required; benefits are included.