Safety and Quality Systems Coordinator

Job Description

Job Description

SAFETY AND QUALITY SYSTEMS COORDINATOR

Position Summary

The Safety and Quality Systems Coordinator is responsible for administering and improving the company’s safety program and Quality Management System (QMS). This role ensures compliance with OSHA, internal safety standards, and external quality certifications by managing documentation, coordinating audits, supporting training, and facilitating corrective actions. The Coordinator plays a key role in maintaining safe operations, regulatory compliance, and consistent adherence to QMS processes across the organization.

KEY RESPONSIBILITIES

Safety Program Administration (Primary Focus)

• Maintain and update company safety policies, procedures, and training materials.
• Support daily administration of the safety program and ensure OSHA compliance.
• Track and maintain safety documentation including SDS updates, safety training records, inspection logs, and incident reports.
• Assist with hazard assessments, PPE evaluations, and safety equipment checks.

Incident Reporting & Investigation

• Coordinate and document workplace incidents, near-misses, injuries, and unsafe conditions.
• Support root cause analysis (5 Why, Fishbone, etc.).
• Maintain OSHA logs (300, 300A, 301) and ensure required reporting is completed.
• Track and verify closure of safety-related corrective actions.

Safety Training & Communication

• Schedule, track, and document required safety training for employees.
• Conduct or assist with new-hire safety orientation.
• Distribute safety alerts, reminders, and hazard communications.
• Maintain employee acknowledgment and compliance records.

Safety Inspections & Compliance Activities

• Conduct routine safety inspections or coordinate with supervisors for walkthroughs.
• Maintain inspection documentation and follow up on corrective actions.
• Support EHS compliance activities and emergency preparedness documentation.

Safety Committee Support

• Prepare agendas, documents, and safety data for committee meetings.
• Maintain accurate minutes, track action items, and support follow-up.

QUALITY MANAGEMENT SYSTEM (QMS) RESPONSIBILITIES

QMS Administration & Document Control

• Maintain and control QMS documents (procedures, work instructions, forms, records).
• Ensure proper document revision control, approval routing, publication, and distribution.
• Maintain organized physical and digital quality records.
• Coordinate document updates with process owners and ensure version integrity.
• Manage retention schedules and archive obsolete documents.

Internal Auditing

• Create and maintain the internal audit schedule.
• Coordinate and support audits across departments.
• Document audit findings, observations, and improvement opportunities.
• Track corrective actions and verify closure.
• Provide audit training or support as needed.

Third-Party Audit & Certification Support

• Prepare materials and documentation for external or customer audits.
• Serve as a point of contact during third-party audits.
• Coordinate pre-audit readiness activities with department leads.
• Track and support closure of external audit findings.
• Maintain certification records (FM, IAS, customer approvals, etc.).

Corrective & Preventive Action (CAPA) Support

• Create, track, and follow up on CAPAs, NCRs, deviations, and improvement actions.
• Support root cause analysis activities and ensure proper documentation.
• Monitor timely and effective closure of quality incidents.

Training & Compliance Support

• Maintain employee training and competency records.
• Issue training notifications and track completion for updated or new procedures.
• Support training and onboarding related to safety and quality.

General Quality Administration

• Provide administrative support for the quality department including scheduling, filing, reporting, and documentation.
• Assist with supplier or customer documentation requests (CoCs, forms, audits, etc.).
• Support cross-departmental adherence to QMS and safety processes.

JOB REQUIREMENTS

• Bachelor's degree in Occupational Health and Safety, Safety Management, or Environmental Health and Safety, but related fields like Engineering, Industrial Hygiene, Business Administration, or even Sciences (Biology/Chemistry) are acceptable.
• Demonstrated experience in related role, within manufacturing environment.
• Ability to maintain confidentiality and manage sensitive safety and quality information.

• Strong attention to detail and ability to manage multiple tasks and deadlines.
• Ability to learn, interpret, and apply OSHA regulations and QMS requirements.
• Ability to conduct audits, inspections, and walkthroughs in office, warehouse, and production environments.
• Strong communication skills for interacting with employees at all levels.
• Ability to analyze data, identify trends, and support corrective action processes.
• Proficiency with computers and digital document management systems (Microsoft Office, etc.).
• Ability to work independently while supporting cross-functional teams.

PHYSICAL JOB REQUIREMENTS

• Ability to stand and walk for extended periods during inspections and audits.
• Ability to climb stairs and access elevated work platforms safely.
• Ability to bend, kneel, and reach when inspecting equipment or safety items.
• Ability to occasionally lift and carry up to 25 lbs (binders, records boxes, safety materials).
• Ability to work in varied conditions including noise, dust, temperature fluctuations, indoor/outdoor areas.
• Ability to wear required PPE (glasses, hearing protection, gloves, hard hat, etc.).
• Ability to sit for extended periods when conducting document control or administrative work.
• Visual acuity sufficient for reading documentation, inspecting areas, and reviewing digital records.
• Ability to respond promptly during incidents, emergencies, or facility alerts.