Quality Operations Coordinator

About RRxCo

RRxCo is a Life Science consultancy focused on supporting innovative Biotechnology and Medical Device startups as well as established Pharmaceutical CDMOs, CROs, and large global firms. Founded in 2022, the company aims to revolutionize the life sciences sector by delivering bespoke and innovative solutions to challenges such as staff training, supplier audits, mock inspections, and recruiting expert personnel.

Role Overview

The Quality Operations Coordinator is a vital player in facilitating the smooth execution of RRxCo's global audit and consultancy initiatives. This position manages the audit schedule, coordinates with external auditors and contractors, supports client communication, tracks audit-related activities, and ensures thorough review and approval of audit documentation.

Working collaboratively with key team members including the Head of Audit, CTO, auditors, contractors, clients, and service providers, the role serves as the operational cornerstone of the audit function. It ensures projects are organized, meet compliance requirements, and deliver high-quality results. The coordinator will be part of the operations team and report directly to the Chief Technical Officer.

Key Responsibilities

• Maintain and organize the company-wide audit schedule and resource calendar.
• Arrange audit assignments, managing auditor availability across multiple projects and clients.
• Coordinate logistics such as meetings, agendas, and related documentation for audits conducted onsite, remotely, or in hybrid formats.
• Proactively track audit timelines to identify and resolve potential scheduling conflicts or delays.
• Monitor progress of audit reports through stages of drafting, peer review, approval, and final distribution.
• Ensure that all peer reviews and approvals are completed as required.
• Maintain detailed trackers and reporting dashboards for audit status.
• Promote consistency and quality in all audit deliverables.
• Manage corrective actions and follow-ups as needed.
• Serve as primary administrative contact for external auditors and contractors.
• Coordinate onboarding processes, documentation, training records, and qualifications for contractors.
• Maintain accurate databases of contractors including CVs and competency records.
• Liaise with service providers and subcontractors to ensure timely client support.
• Support resource planning and utilization activities for contractors.
• Provide administrative assistance across audit and consultancy projects.
• Manage client communications related to scheduling, paperwork, and audit preparation.
• Review and approve client documentation in line with internal policies.
• Track project milestones and assist delivery teams with administration and resource coordination.
• Maintain quality documentation such as audit records, trackers, and related files.
• Ensure proper filing and control of all documentation.
• Assist in quality management system tasks and continuous improvement efforts.
• Support supplier qualification, service provider oversight, and quality assurance functions.
• Help prepare for client audits, regulatory inspections, and internal quality reviews.
• Generate audit metrics, utilization reports, and management information.
• Contribute to process improvement initiatives within audit and quality departments.
• Assist senior leadership with operational planning, resource forecasts, and business activities.
• Perform additional administrative and coordination duties as necessary.

Candidate Profile

• Previous experience in administration, operations, project coordination, or audit support, especially within GMP (Good Manufacturing Practice) environments.
• Strong time management with the ability to juggle multiple priorities and deadlines.
• Excellent communication skills, both written and verbal.
• Detail-oriented with a dedication to quality assurance.
• Proficiency with Microsoft 365 tools such as Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Experience coordinating multi-stakeholder activities remotely.
• Highly organized with a process-driven mindset.
• Effective communicator and relationship builder.
• Comfortable working independently in a fully remote setting.
• Proactive, solution-focused, professional, and client-oriented approach.
• Confidence interacting with senior stakeholders and external consultants.
• Strong administrative and coordination skills with keen attention to detail.

Preferred Qualifications

• Background in life sciences, pharmaceutical, biotechnology, medical devices, healthcare, or quality assurance sectors (GMP environments).
• Understanding of regulated environments, audits, quality management systems, or compliance programs.
• Experience managing contractors, suppliers, or service providers.
• Familiarity with project management and resource planning tools, preferably Smartsheets.

Perks and Benefits

• Fully remote working environment.
• Opportunity to engage with international clients worldwide.
• High-quality home office setup including laptop, dual monitors, and company phone.
• Broadband allowance to support high-speed internet access.
• Annual bonus scheme linked to individual and company performance.
• Achievement awards recognizing outstanding contributions.
• Annual company conference to connect, collaborate, and influence the company’s future direction.
• Regular thank-you vouchers as recognition for exceptional efforts.
• Health and wellbeing allowances covering gym memberships, wellness, and mental health initiatives.