DESCRIPTION

Reporting to the Lead, Process Development and Assurance, the Quality Management System (QMS) Coordinator will play a key role within the Integrated Management System (IMS) team. They will maintain and continually improve internal IMS processes and ensure efficient coordination, communication, and documentation across the departments.
This position demands advanced proficiency in Microsoft Office applications (including Word, Excel, PowerPoint, and SharePoint) and a disciplined, solution-oriented approach to navigating and utilizing Environmental, Health, Safety, and Quality (EHSQ) management system software (e.g., Cority).

SKILLS, KNOWLEDGE AND EXPERTISE

• A minimum of 4 to 5 years of professional experience working with a Quality Management System (QMS) or any equivalent management system, preferably within a structured environment across diverse industry sectors.
• Proficiency in Microsoft Office Suite: Excel (data tracking), PowerPoint (presentations), Word (document formatting), and especially SharePoint (document libraries, workflows).
• Experience or familiarity with Integrated Management Systems (IMS) and EHSQ software platforms.
• Strong communication, coordination, and interpersonal skills to work across multidisciplinary teams.
• Excellent attention to detail, organizational ability, and a mindset for process improvement.
• Capable of working independently while also being a strong team player.
• Proficiency and adaptability in understanding technical systems and quality management frameworks.
• Class V driving license required.

FUNCTIONAL & TECHNICAL SKILLS

• Applies specialized knowledge in own area of expertise and openly shares information and knowledge with others.

KEY RESPONSIBILITIES

• Support the conduct of internal audits and process reviews and development of internal assurance documentation as part of the organization’s commitment to excellence and compliance.
• Coordinate the tracking and resolution of audit findings, conducting follow-ups, and maintaining-audit related documentation and progress updates.
• Coordinate process development workflows by liaising with subject matter experts, process owners, and technical writers to ensure timely delivery and version control within a SharePoint environment.
• Maintain and update the IMS Process Planner within the SharePoint environment, ensuring real-time accuracy of process development activities.
• Conduct quality reviews of documents as per NexGen style guide.
• Create, update, and manage engaging and effective presentations, dashboards, and visual reports to monitor and communicate Key Performance Indicators (KPIs) for IMS core functions.
• Evaluate existing IMS processes and performance to identify opportunities for enhancement.
• Develop and implement strategies aimed at driving process improvements.
• Conduct training sessions and workshops to educate staff on continuous improvement methods and upcoming changes.
• Assist the Lead, Process Development and Assurance, in effectively rolling out improvement initiatives.
• Provide ongoing administrative and coordination support to the Lead, Process Development and Assurance.
• Travel to site locations as required for stakeholder engagement and other business needs, as determined by the Lead, Process Development and Assurance.
• Other duties as assigned.

PERSONAL ACCOUNTABILITY

• Takes responsibility for own actions and outcomes.
• Maintains effective and professional approach, demonstrating resilience and accountability in a fluid fast paced work environment.