Quality Systems Coordinator - Part-Time

Quality Systems Coordinator
Reports To: General Manager

DOL Status: Part-Time
Supervises: None
Work Schedule: Monday–Friday, 8:00 AM–4:30 PM

Position Summary

The Quality Systems Coordinator is a key operational role responsible for executing all quality assurance workflows, maintaining complete and accurate documentation, and supporting core processes related to device preparation, shipment, and inventory control. The role requires exceptional attention to detail, disciplined organizational habits, and consistent adherence to productivity, compliance, and documentation standards.

Essential Duties and Responsibilities

Quality Assurance Operations

• Perform full QA on each device in accordance with established standards and procedures.
• Scan, upload, and attach all QA checklists to the appropriate record.
• Capture, upload, and attach required packing photos as part of the QA workflow.
• Scan and attach all signed delivery notes to ensure complete documentation.
• Execute all post-QA processing steps, including:
  • Sending invoices
  • Printing packing slips
  • Printing delivery notes
  • Printing shipping labels (as applicable)

Documentation & Record Accuracy

• Ensure all QA photos, checklists, signed delivery notes, and shipping labels are correctly uploaded and attached to the corresponding order or device record.
• Create, maintain, and organize shipping labels for all outgoing devices.

Inventory Management

• Perform quarterly inventory counts with precision and reconcile any discrepancies.
• Receive all incoming inventory shipments; verify contents against packing slips or purchase orders; document and stock all items properly.
• Maintain organized, compliant storage areas and properly shelve inventory.
• Receive incoming repair packages and deliver them promptly to the designated repair room.

Operational & Administrative Support

• Assist with generating basic quotes as needed.
• Convert approved quotes into invoices.
• Receive purchase orders and route them to the appropriate team member for programming.
• Bundle prebuilds in inventory, ensuring accuracy and completeness.
• Support additional duties, assignments, or departmental projects as required by leadership.

Productivity & Performance Expectations

• No more than 3% of assigned tasks may be overdue at any time.
• 99% of all supporting documentation must be uploaded to corresponding patient files by 4:30 PM CST each Friday.
• 100% of assigned orders must be fully QA’d by 4:00 PM CST daily (unless explicitly tasked for the next day).
• All weekly supporting documents must be fully uploaded by EOD Friday, including:
  • QA Checklists
  • Packing Photos
  • Signed Delivery Notes
  • Copies of Shipping Labels
• Consistently meets internal QA standards, documentation requirements, and workflow deadlines.