QA Administrator (Australian Client/Day Shift)

About Brainbox

Brainbox is different from every other BPO. It’s not just the amazing culture, strong brand, loyal customers and talented staff. It is deeper than that. The Brainbox core value of ‘Always Be Kind’ is embedded in every policy, decision, and every day. We develop our people, and the Philippines management team is all Filipinos. Everything we do aims to provide people with a work culture that helps them improve every single day. From unlimited training to HMO benefits from day 1, we want our people to love what they do and become the best versions of themselves.

We are looking for a QA Administrator to run the quality management system records for our client. You will keep the registers, controlled documents and audit records accurate, current and audit-ready, and follow up actions with staff until they are closed.

Our client is an ISO 9001 certified engineering business based in Western Australia. It works across the oil and gas, marine, defence, resources and infrastructure sectors. You will report to the client’s QA Manager and work closely with the QA Coordinator, auditors, certification bodies and suppliers.

Key Duties

Registers and Corrective Actions

• Log and track non-conformance reports (NCRs), feedback, quality events, risks, opportunities for improvement and lessons learned in their registers.
• Chase overdue actions with the responsible people and issue monthly overdue and trend reports.
• Close NCRs in the register once the QA Coordinator has verified them.
• Escalate overdue items, client complaints and discrepancies to the QA Manager.

Document Control and Records

• Apply document numbering and templates, manage revisions, and distribute controlled documents.
• Withdraw superseded documents and archive obsolete ones.
• Process document change requests and maintain the external documents register.
• Archive quality records, manage retrieval and track disposal against retention periods.

Audit, Calibration and Certification

• Maintain the audit schedule, issue audit notifications, collate evidence packs and track findings to close-out.
• Maintain the calibration register and recall schedule, coordinate send-outs and file certificates.
• Track ISO 9001, NATA and IRATA certification and audit dates.
• Maintain quality fields in the Approved Supplier List and track supplier certificate expiry.

Project and Client Quality Documentation

• Format and compile project quality plans, tender quality sections and pre-qualification questionnaires for approval.
• Compile manufacturer’s data reports (MDRs) and handover dossiers, and chase missing records.
• Schedule inspection hold and witness points and issue client notifications.

Systems and Reporting

• Administer user access, templates and reports in SafetyCulture.
• Collect KPI data and update the quality KPI register and dashboards.
• Prepare management review packs, take minutes and maintain the action register.

Requirements

• Experience in document control, QA/QC administration or a similar administrative role.
• Hands-on experience keeping a register current and following up overdue actions yourself.
• Able to manage several registers and deadlines at the same time.
• Advanced Word and Excel skills, plus Outlook and PowerPoint.
• Able to speak and write English proficiently, with clear and professional email communication.
• Keen attention to detail, with a habit of checking your own work before filing it.
• Organised, proactive and able to work independently with a steady daily routine.
• Comfortable following up with staff at all levels, tactfully and persistently.
• Knows when to escalate and confirm with a manager rather than decide on their own.
• Discretion and integrity in handling controlled and confidential records.

Highly regarded

• Understanding of ISO 9001 or an equivalent quality management system.
• Experience administering NCRs or corrective action registers.
• Experience in oil and gas, marine, defence, resources, engineering or infrastructure.
• Experience with document management systems, SafetyCulture or an ERP.

Perks

• Attractive and competitive salary
• Tenure-based and Performance-based incentives
• Paid time off
• Day shift
• Unlimited cash incentives for hired referrals
• Engagement and Recognition programs
• HMO on day 1
• Work-life balance with a 37.5h week and free weekends
• International career growth and clients
• Opportunities to travel abroad
• Modern air-conditioned offices, located along MacArthur Highway (easy public transportation access), near residences, malls, and restaurants
• Fun and inclusive working environment and great working culture
• Dedicated local support with local Management, HR, onboarding, payroll, and ICT
• Access to unlimited training and micro-competencies to advance your skills

This role is subject to a number of skills and possible online practical tests.

This position is an onsite role at our Pampanga office. Candidate must be willing to work on-site.