Quality Systems Coordinator

Join The Team Building a Sustainable, Well, and More Resilient Society.

Does this describe you?

• Do you thrive in managing documents and ensuring version control?
• Are you highly organized and meticulous about details?
• Do you have excellent communication skills for collaborating across teams?
• Are you deadline-driven and able to manage multiple priorities efficiently?
• Do you enjoy creating and maintaining structured systems for document control?
• Are you looking for an opportunity to make a meaningful impact through your expertise?

If this describes you, this is your opportunity to join our fast-growing, forward-thinking company that is ready to empower you through our Colleague First set of Values.

HEAPY Engineering is seeking an experienced Quality Systems Coordinator to join our Quality Management System (QMS) team in the Dayton, Ohio area. This critical role ensures all quality system documents, project deliverables, and operational records are properly controlled, maintained, and compliant with ISO 9001:2015 requirements.

As a trusted partner in engineering design, construction management, and sustainability consulting, HEAPY relies on strong document control processes to uphold our commitment to quality and client satisfaction. The Quality Systems Coordinator will manage the lifecycle of controlled documents, support internal and external audits, and drive continuous improvement of document workflows across the company.

This role also supports control of monitoring and measuring resources, ensuring records related to calibration, verification, and suitability of equipment are maintained in accordance with ISO 9001:2015.

• Bachelor’s degree in a relevant field or equivalent work experience in document control, quality management, or engineering administration.
• Minimum 5 years of quality control experience within an ISO-regulated environment.
• Strong knowledge of ISO 9001, particularly requirements related to documented information and records control.
• Experience using document management systems (e.g. SharePoint).
• High proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and Adobe Acrobat.
• Hands‑on experience preparing documentation for internal audits, external audits, and certification reviews.
• Expertise in document numbering, version control, and file structure organization.
• Strong organizational skills, keen attention to detail, and the ability to multi‑task effectively.

• Experience working in an ISO 9001‑certified QMS environment
• Excellent communication and interpersonal skills.
• Familiarity with ISO 9001 requirements for monitoring and measuring resources (calibration / verification)

• Develop and implement document control procedures to ensure consistent creation, review, approval, distribution, and archiving of documents for all facilities.
• Organize and maintain a centralized document management system.
• Coordinate with subject matter experts to create and update documents, ensuring accuracy and compliance with organizational standards.
• Facilitate the retrieval of documents when needed, maintaining an organized and searchable document repository.
• Implement archiving processes for outdated or obsolete documents.
• Conduct regular audits to verify compliance with document control procedures.
• Participate in internal and external quality audits.
• Identify opportunities for process improvements and efficiency gains within the document control function.
• Collaborate with cross‑functional teams to implement enhancements to document management processes.
• Maintain accurate records of document versions, revisions, and distribution.
• Generate reports on document control metrics and key performance indicators.
• Maintain documented information related to monitoring and measuring devices, including calibration, verification, and inspection records.
• Coordinate calibration and verification schedules for applicable monitoring and measuring equipment.
• Ensure calibration status, traceability, and records meet ISO 9001:2015 requirements.
• Track out-of-calibration conditions and support corrective actions, as needed.
• Ensure obsolete or unsuitable monitoring and measuring devices are properly…