Quality Assurance Admin Assistant

The Quality Assurance Administrative Assistant provides administrative and document-control support to the Norfolk Quality Assurance Department. This position reports directly to the Norfolk Quality Assurance Manager and helps maintain organized, accurate, and timely QA records.

Essential Duties and Responsibilities:

The position supports QA processes but does not independently make technical quality decisions, approve controlled documents, issue corrective actions, or perform Corporate QA functions.

Responsibilities include, but are not limited to:

• Maintain Norfolk QA logs, records, files, and tracking spreadsheets.
• Prepare, format, distribute, and track corrective-action documentation issued or approved by the Norfolk QA Manager.
• Follow up with assigned personnel regarding outstanding responses and due dates.
• Assist with processing Document Change Initiation Requests and routing them for review and approval.
• Create clean and properly formatted Word copies of procedures, forms, and work instructions as requested.
• Convert information into clear, organized documents, forms, reports, and spreadsheets.
• Provide administrative support for Norfolk internal audits, including distributing audit materials, tracking responses, and organizing completed documentation.
• Assist with Test and Inspection Plans (TIPs) under the direction of Norfolk QA personnel.
• Prepare inspection tickets, coordinate call-out documentation, and maintain associated files.
• Confirm that required inspection documentation and prerequisites have been provided before scheduling or processing call-outs. Technical approval remains the responsibility of designated QA personnel.
• Communicate with customers, inspectors, supervisors, training representatives, and other departments regarding scheduling, documentation, and administrative follow-up.
• Scan, copy, file, retrieve, and distribute QA documentation.
• Protect confidential, controlled, and sensitive company information.
• Obtain and maintain any required computer-access or security certificate, including an ECA certificate when applicable.
• Provide general administrative assistance to the Norfolk QA Department.
• Assist other departments with administrative assignments when requested and approved by the Norfolk QA Manager.
• Perform other related duties as assigned.

Required Education and Experience:

• High school diploma or equivalent.
• Proficiency in Microsoft Office applications, particularly Word, Excel, Outlook, and PowerPoint.
• Proficiency in Adobe Acrobat, including creating, combining, organizing, and editing PDF documents.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills.
• Strong attention to detail and commitment to maintaining accurate records.
• Ability to manage multiple assignments and meet ongoing deadlines.
• Ability to follow established procedures and ask for clarification when needed.
• Ability to handle confidential and controlled information appropriately.
• Self-motivated, dependable, and able to work both independently and as part of a team.
• Strong problem-solving and follow-up skills.
• Ability to operate standard office equipment, including computers, printers, scanners, copiers, and telephones.
• Valid driver's license.

Preferred Qualifications

• Previous administrative support or document-control experience.
• Experience supporting a Quality Assurance, ship-repair, manufacturing, construction, or other regulated work environment.
• Experience maintaining logs, tracking deadlines, formatting procedures, or managing controlled documents.
• Familiarity with quality-management systems is helpful but not required.

Working Conditions:

• Primarily an office environment.

• Regular use of computers and standard office equipment.

• May require occasional interaction with employees or customers in operational or industrial areas.

• Must be able to work in a fast-paced environment with changing priorities and ongoing deadlines.

We provide paid holidays, vacation, medical, dental and 401(k) benefits.

Walashek Industrial & Marine Inc. is an EEO/Disability/Vets Employer.