Quality Administrative Assistant

Description

Advanced Cooling Technologies, Inc. (ACT) is a leading provider of thermal management solutions for aerospace, defense, data centers, energy, and industrial applications. For more than 20 years, ACT has engineered and manufactured innovative technologies that solve complex thermal challenges in demanding environments. Our team is driven by continuous innovation, teamwork, and collaboration, delivering reliable solutions that support critical missions and next-generation technologies worldwide.

ACT is seeking a detail-oriented and organized Quality Administrative Assistant to support the daily administrative and documentation needs of our Quality Department. This position plays an important role in maintaining accurate records, coordinating documentation, and supporting processes that help ensure product quality and compliance with customer and industry requirements.

The ideal candidate is dependable, organized, comfortable working with detailed information, and able to manage multiple priorities in a fast-paced manufacturing environment.

Key Responsibilities:

• Provide administrative support to the Quality Department, including document preparation, data entry, filing, and record maintenance.
• Organize, maintain, and update quality documentation, inspection records, reports, and related files.
• Assist with document control activities, including tracking revisions, maintaining records, and ensuring current documentation is readily accessible.
• Enter and maintain information in internal databases, spreadsheets, and business systems with a high degree of accuracy.
• Support the tracking and documentation of quality-related activities, including corrective actions, nonconformances, and other quality records.
• Assist with preparation and organization of documentation for internal and external audits.
• Coordinate with Quality, Engineering, Manufacturing, and other departments to obtain information and resolve documentation discrepancies.
• Help maintain quality-related logs, tracking spreadsheets, and department reports.
• Assist with scheduling meetings, preparing materials, and following up on administrative action items.
• Identify opportunities to improve organization, recordkeeping, and administrative efficiency.
• Perform other administrative duties as assigned to support the Quality Department.

Requirements

  Required:

• High school diploma or equivalent.
• Strong organizational skills and attention to detail.
• Proficiency in Microsoft Office applications, including Excel, Word, and Outlook.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
• Ability to maintain accurate records and handle confidential or sensitive information appropriately.
• Comfortable learning new software, systems, and administrative processes.
• Ability to work independently while collaborating effectively with others.
• Must be a "U.S. Person" as defined by 22 C.F.R. §120.15 (U.S. Citizen, lawful permanent resident, refugee, or asylee)  

Preferred:

• Previous administrative experience in a manufacturing, engineering, or quality-related environment.
• Familiarity with quality management systems, document control, or quality recordkeeping.
• Experience using ERP systems or electronic document management systems.
• General understanding of ISO 9001, AS9100, or similar quality standards.

What We're Looking For

We're looking for someone who takes pride in accuracy, enjoys keeping information organized, and recognizes the importance of reliable documentation. Successful candidates will be proactive, adaptable, and comfortable communicating with employees across different departments.

While previous quality or manufacturing experience is helpful, strong administrative skills, attention to detail, and a willingness to learn are equally important.

ACT offers competitive pay, excellent benefits (medical, dental, vision, paid time off, holidays, company-paid life & disability insurance, 401(k) match, and profit-sharing), and a supportive team environment.

ACT is an Equal Opportunity Employer. All qualified applicants will be considered without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, age, disability, veteran status, or any other protected characteristic.

ACT participates in E-Verify.

California Applicants: ACT collects personal information for hiring purposes. California residents may have rights under the CCPA/CPRA. Contact HR at [email protected].