Quality Administrative Assistant OPTIMAL

“Optimal provides highly automated supply chain services, along with result-driven capabilities targeted at reducing customers’ operating and sales expenses. Optimal's business units support a "lower cost to serve" option for the healthcare industry. We provide distribution, contracting and logistics solutions for both domestic US and international markets. We deliver products, contracting services and sales support throughout the United States. Headquartered in Houston, Texas. Optimal’s mission is to reduce the cost of healthcare by providing efficient supply chain solutions.  

Job Summary

We are seeking a meticulous and proactive Quality Control Administrative Assistant to join our team. This role focuses on updating and maintaining documentation, ensuring accuracy, and supporting the quality control department's administrative needs. In addition, this candidate would assist in auditing, and documentation processing for quality requirements. The ideal candidate is detail-oriented, a self-starter, and proficient in Microsoft Office Suite.

Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Key Responsibilities:

• Documentation Management:

• Update and maintain quality control documents, records, and databases.
• Ensure all documentation is accurate, up-to-date, and compliant with company standards.
• Assist in the preparation of reports, presentations, and other documentation as required.

• Quality Control Support:

• Provide administrative support to the quality control team.
• Assist with internal audits and inspections by preparing necessary documentation.
• Track and follow up on action items from quality control meetings.

• Data Entry and Analysis:

• Enter and analyze data related to quality control activities.
• Generate regular reports on quality metrics and trends.

• Process Improvement:

• Identify opportunities for improving documentation processes.
• Implement and maintain best practices for document management.

• Communication:

• Liaise with various departments to gather necessary information for documentation.
• Ensure effective communication of quality control standards and procedures.
• Other duties as assigned

Supervisory Responsibilities

This position has no supervisory responsibilities

Required Education

Associate's or Bachelor's Degree in Business Administration, Management, or a related field.

Equivalent work experience may be considered.

Required Experience

1-3 years of experience in an administrative- clerical role or related role

Required Licenses and Certifications

N/A

Required Knowledge, Skills, and Abilities

• Proven experience in an administrative role, preferably within a quality control or related environment.
• Exceptional attention to detail and accuracy.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time management skills.
• Ability to work independently and take initiative.
• Strong verbal and written communication skills.
• Ability to handle multiple tasks and meet deadlines
• Ability to maintain confidentiality and handle sensitive information.

Preferred Qualifications

• Experience with quality management systems or standards.
• Familiarity with document control software.
• Previous experience in a manufacturing or production environment Self-motivated and proactive.
• Strong problem-solving skills.
• Team player with a positive attitude.
• Experience with ISO Standards and distribution processes.

Financial Responsibilities

Budget Responsibilities

Languages

Travel

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job the employee is regularly required to work standing up, walk, use hands to operate tools and equipment and must be able to exert regularly up to 10 pounds of force, may sometimes exert 30 pounds of force and occasionally exert 50 pounds of force to constantly perform the essential job functions. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

Environmental Conditions

• Sitting at a desk for extended periods
• Using computers, printers, fax machines and other common office equipment
• Communicating regularly with other internal administrative staff
• Facilitating communication between external parties 
• Physical/Environmental Activities

Please indicate with an X the frequency for the activities that apply to the essential functions of the job based on the chart below. Please select Not Required for physical demands that aren’t essential to job performance.

We are an Equal Opportunity/Protected Veteran/Disabled Employer committed to creating a diverse, inclusive, and equitable culture for our employees and communities.

This job description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the company. Since no job description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the jobholder’s responsibility.