The QA Administrative Assistant provides organized, responsive administrative support to the Quality Assurance department. This role serves as the first point of contact for routine quality requests, coordinates supplier qualification communications and documentation, maintains request workflows, and keeps customers and internal stakeholders informed.

By owning recurring administrative work, the position enables QA professionals to focus their expertise on technical review, investigation, compliance, and continuous improvement. This role reports to the Quality Assurance Department Manager.

Customer Request Intake & Communication

• Serve as the primary      customer-facing conduit through email. Monitor and manage the Quality      inbox using a responsive, customer-service approach; acknowledge incoming      requests; gather missing administrative information; and convert requests      into accurate tasks in the QA Requests Asana project.
• Perform initial administrative      triage, categorize requests, assign them to QA staff through the      appropriate project management dashboards, and escalate urgent, unclear,      or high-risk matters to the QA Manager.

Supplier Qualification Coordination

• Coordinate supplier qualification      communications and completion from intake through closure. Send and track      questionnaires or document requests, follow up on outstanding items,      maintain qualification records, and route technical or approval decisions      to qualified QA personnel.

Workflow & Status Management

• Provide customers and internal      stakeholders with routine, accurate status updates; monitor due dates and      aging requests; document follow-up activity; and promptly escalate service      risks or urgent needs through the QA Manager.
• Coordinate and maintain QA Asana      projects, dashboards, assignments, due dates, templates, and other      administrative workflows so work is visible, current, and properly routed.

Routine Records & Feedback Routing

• Prepare routine incoming requests      for release or fulfillment, including training records, SOP access, ISO      certificates, and approved website or document access. Verify completeness      and route any item requiring quality judgment or approval to QA staff.
• Process and document positive      customer feedback. Route negative feedback, complaints, or potential      quality events to QA staff for assessment and investigation without delay.

CAPA, Training & Department Administration

• Assign approved CAPA      implementation steps to department managers, track due dates, send      reminders, maintain supporting records, and escalate overdue or blocked      actions. Technical assessment and CAPA approval remain with authorized      personnel.
• Send training reminders, track      administrative completion status, follow up with employees and managers,      and maintain accurate records in accordance with established procedures.
• Maintain the department calendar,      coordinate meetings and deadlines, prepare routine agendas or follow-up      notes, and support other non-QA-specific administrative tasks identified      within the department.

Quality & Decision-Making Boundaries

This position supports quality-system execution but does not independently make technical quality decisions unless formally trained, authorized, and assigned under an approved procedure. Supplier approvals, complaint determinations, CAPA approvals, investigations, and release decisions must be routed to the appropriate QA professional.

Qualifications & Experience

Required Qualifications

• High school diploma or      equivalent; additional education in business administration, quality, life      sciences, or a related area is a plus.
• Prior administrative, customer      service, project coordination, or operations support experience.
• Strong written communication      skills and the ability to provide clear, professional updates to customers      and colleagues.
• Excellent organization,      follow-through, attention to detail, and comfort managing multiple      requests with competing deadlines.
• Sound judgment in recognizing      urgency, incomplete information, and matters that require escalation.
• Working proficiency with common      office productivity and collaboration tools, with the ability to learn new      systems quickly.
• Ability to handle confidential or      controlled information with discretion and follow documented procedures      consistently.

Preferred Qualifications

• Experience in a regulated,      ISO-certified, manufacturing, laboratory, healthcare, or other      quality-focused environment.
• Familiarity with quality      management systems, document control, supplier qualification, CAPA,      training records, or customer complaint workflows.
• Experience using email and      project management platforms, or comparable workflow and shared-inbox      tools.
• 2-4 year’s experience with office      administration, including insurance, banking, accounting, engineering      and/or technology.