Quality Systems Administrator

Are you highly organized, detail-oriented, and passionate about ensuring quality systems operate effectively and efficiently? Do you enjoy coordinating activities across multiple stakeholders, maintaining accurate records, and driving timely completion of actions? Are you comfortable working within digital systems and managing workflows that support quality management processes?

If so, you may be an excellent candidate for Fluke Corporation's Quality Systems Administrator role with dotted line reporting to the Fluke Senior Program Manager Global Integrated Management Systems and Process Excellence.

The Quality Systems Administrator is responsible for the day-to-day administration and coordination of Fluke's Global ISO 9001 Quality Management System processes. This role provides operational support for internal audit programs, nonconformance and corrective action workflows, document control activities, management system records, and quality system administration activities within Product Lifecycle Management (PLM) and other business systems.

The position works closely with Quality, Operations, Engineering, Supply Chain, Regulatory Compliance, EHS&S, and third-party audit providers to ensure quality system activities are completed in a timely, consistent, and effective manner. The Quality Systems Administrator serves as a key coordinator of quality system workflows and records, helping maintain organizational readiness for internal and external audits while supporting continual improvement initiatives across the business.

Key Responsibilities Internal Audit Program Coordination

- Serve as the primary coordinator for the Global Internal Audit Program.
- Coordinate audit schedules, logistics, and communications with third-party internal audit service providers.
- Schedule audit opening meetings, closing meetings, and audit interviews with process owners and functional leaders.
- Maintain annual audit schedules and audit calendars.
- Track audit completion status and ensure audit reports are received and distributed appropriately.
- Monitor audit findings and facilitate timely assignment of corrective actions and follow-up activities.
- Prepare audit metrics and status reports for Quality leadership and management review activities, as applicable.

Nonconformance & Corrective Action Administration

- Coordinate administrative activities associated with quality nonconformances, audit findings, problem reports, corrective actions, and preventive actions.
- Maintain accurate records within PLM and associated quality systems.
- Monitor open corrective actions and escalation timelines.
- Initiate, facilitate, and lead follow-up communications to responsible owners regarding overdue actions.
- Support root cause and corrective action workflow administration and reporting.
- Generate dashboards and periodic reports regarding aging, closure rates, and quality system performance metrics.
- Support preparation of management review inputs related to corrective action effectiveness and system performance.

Document Control Administration

- Administer document control processes within PLM.
- Manage document review, approval, revision, release, and archival workflows.
- Ensure documents are reviewed and approved prior to scheduled expiration dates.
- Coordinate document routing with process owners, approvers, and subject matter experts.
- Maintain document control records and audit trails.
- Support implementation and maintenance of document naming conventions, templates, and document governance requirements.
- Ensure controlled documents are current and accessible to appropriate users.

Quality Systems Administration

- Serve as a system administrator and super-user for quality management system workflows within PLM.
- Maintain quality records and management system documentation in accordance with established procedures.
- Support user access requests, workflow troubleshooting, and system-related inquiries.
- Assist in testing and deployment of PLM workflow enhancements and process improvements.
- Generate reports and metrics supporting Quality Management System performance monitoring.
- Support internal and external audit activities through retrieval and organization of quality records and documented information.

Management System Support

- Support maintenance of records associated with ISO 9001, ISO 14001, and ISO 45001 management systems.
- Maintain management system records related to audits, corrective actions, nonconformances, and documented information.
- Support Quality leadership initiatives related to process improvement and management system effectiveness, as applicable.

Required Qualifications :

- Associates degree in Business Administration, Quality, or Engineering.
- Certified Document Controller (CDC), Document Management Certified Professional (DMCP), or equivalent.
- 3+ years of experience in ISO based quality systems administration, document control, quality assurance, or regulated business processes.
- Understanding of ISO based Quality Management Systems and Quality support processes including auditing, nonconformity and corrective action, control of documented information, and continual improvement.
- Familiarity with ISO 9001, ISO 14001, and ISO 45001.
- Demonstrated understanding of the fundamentals of Root Cause Corrective Action (RCCA).
- Demonstrated experience managing records, documents, and workflow approvals.
- Proficiency in Microsoft Office and Oracle PLM.

Critical Success Measures :

Within the first 12 months, the successful candidate will:

- Maintain greater than 95% on-time completion of internal audit scheduling activities.
- Ensure all audit findings, nonconformances, and problem reports are accurately tracked within PLM.
- Maintain document review and approval workflows with minimal overdue documents.
- Achieve timely follow-up and escalation of open corrective actions.
- Improve visibility of quality system metrics through consistent reporting and dashboard maintenance.
- Support successful completion of internal and external audits through effective administration of quality system records.
- Establish a reputation as a responsive, organized, and trusted partner supporting the effectiveness of Fluke's Quality Management System.