Quality Systems Coordinator

EOE Statement HEAPY is proud to have an engaged and inclusive culture. One that promotes and ensures equal employment opportunities in all employment decisions without regard to sex, race, color, religion, national origin, age, marital status, political affiliation, sexual orientation, gender identity, genetic information, disability, military status, veteran status, and any other protected characteristic as outlined by federal, state and/or local laws. DescriptionJoin 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. Click here to learn more about HEAPY! Position RequirementsSUMMARY 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. QUALIFICATIONS 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. PREFERRED 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) DUTIES & RESPONSIBILITIES Develops and implements document control procedures to ensure consistent creation, review, approval, distribution, and archiving documents for all facilities. Organizes and maintains a centralized document management system. Coordinates with subject matter experts to create and update documents, ensuring accuracy and compliance with organizational standards. Facilitates the retrieval of documents when needed, maintaining an organized and searchable document repository. Implements archiving processes for outdated or obsolete documents. Conducts regular audits to verify compliance with document control procedures. Participates in internal and external quality audits. Identifies opportunities for process improvements and efficiency gains within the document control function. Collaborates with cross-functional teams to implement enhancements to document management processes. Maintains accurate records of document versions, revisions, and distribution. Generates reports on document control metrics and key performance indicators. Maintains documented information related to monitoring and measuring devices, including calibration, verification, and inspection records. Coordinates calibration and verification schedules for applicable monitoring and measuring equipment. Ensures calibration status, traceability, and records meet ISO 9001:2015 requirements. Tracks out-of-calibration conditions and support corrective actions, as needed. Ensures obsolete or unsuitable monitoring and measuring devices are properly identified and removed from use. Supports internal and external audits related to monitoring and measuring resources. Additional responsibilities as requested/needed. PHYSICAL DEMANDS AND WORK ENVIRONMENT Ability to remain sedentary at a workstation for long periods of time while operating a keyboard and using a computer screen. Ability to operate a mouse, stylus, or similar tool to make adjustments on electronic visuals. Ability to see details of objects on a screen, including differences in colors, shades, and brightness. Ability to communicate in person, electronically, and via phone with other individuals. Possession of reliable transportation to and from project sites. Ability to work in all elements of indoor and outdoor environments which include the heat, cold, rain, snow, wind, etc. Ability to access all areas of the jobsite with activities that include ascending and descending stairs, scaffolding, ladders, navigating elevation changes, etc. Capable of working in physical positions that may include maneuvering self into different positions traditionally achieved by kneeling, sitting, standing, squatting, bending over, etc. Ability to move, transport, or position items weighing up to 25 lbs. Ability to apply established protocols and practices in a timely manner. and follow safety guidelines for both company and clients. Ability to gather, organize, and evaluate information related to quality initiatives (such as audits, quality controls and documentation requirements, etc.) HEAPY is a 200+ person firm with multiple locations throughout the country. Having been in the MEP industry for over 75 years, we feel obligated to provide an excellent customer experience and improving the sustainability of our communities. HEAPY offers positions in the following fields: Mechanical, Electrical & Fire Protection Systems Design and Engineering Technology Design LEED and Energy Services Commissioning Services EEOC STATEMENT We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law. NOTE This job description is not designed to state or imply that the listed responsibilities are the only duties to be performed by the colleague in this position. Duties, responsibilities, and activities may change or be assigned by a person authorized to assign such duties at any time with or without notice. All responsibilities and requirements listed are considered essential and are subject to possible modification to reasonably accommodate qualified individuals who may request such modification due to disabilities. This document does not create an employee contract, implied or otherwise, other than an "at will" relationship. #LI-SW1 #LI-Hybrid Position Quality Systems Coordinator Exempt/Non-Exempt Non-Exempt Location Dayton, OH About the Organization Join Us and Be Part of the Solution! Tired of seeing inaction in the world? Searching for a way to affect change and be part of the solution? HEAPY is a fast-growing, forward-thinking company driven by our core PURPOSE: To Build a Sustainable, Well, and More Resilient Society. We deliver engineering design, building optimization, and construction management solutions that reduce energy and resource consumption and help our clients and community build a brighter future. We are a company tackling climate change and moving society forward, and we are looking for creative colleagues who want to use their strengths to make a true difference. We want to invest in YOU through our "Colleague First" set of values. At HEAPY, you can craft the career path you want to take, in a work environment that offers flexibility, life - work harmony, and an opportunity to succeed using your strengths. We want you to make an impact through our mission of collaboration, performance, and inspiration. Join our "Colleague First" culture - where we care about you as a person and invest in your growth and potential. Here you will find meaningful work and enduring relationships. This position is currently accepting applications.

Created: 2026-03-10