Inspection Coordinator / Administrative Support in Rochester, New York at Tokai Carbon GS

Position Summary

Tokai Carbon GS is seeking a detail-oriented and highly organized Inspection Coordinator / Administrative Support professional to support the Inspection team. This role is responsible for managing documentation, formatting deliverables, and ensuring accurate record keeping maintaining compliance with customer and regulatory requirements. The ideal candidate will play a key role in streamlining inspection processes by handling administrative workloads, allowing inspectors and managers to focus on core quality activities.

Compensation & Benefits

Individual compensation packages are based on a variety of factors unique to the candidate, including skill set, experience, qualifications, and other job-related reasons. A reasonable estimate of the compensation range for this position is $22.00 - $25.00 per hour.

We pride ourselves on treating our employees like family. We offer competitive salaries that are in line with or above industry standards and an extensive benefits package including:

• Health Insurance
• Company Paid Dental, and Vision
• Company Paid Life Insurance
• Company Performance Based Bonus
• Shift Differentials
• Paid Time Off
• 10 Paid Holidays
• Onsite Fitness Center
• 401(k)
• Employee assistance program
• Health savings account
• Referral program
• Tuition reimbursement

Key Responsibilities

Documentation & Reporting

• Format and prepare inspection reports, including FAIRs (First Article Inspection Reports) and customer-specific documentation packages
• Ensure all reports meet internal standards and customer formatting requirements
• Document Management
• Upload and maintain documents within internal systems and customer portals
• Manage document revisions, ensuring accuracy and proper version control
• Organize and maintain digital and physical filing systems for Inspection records
• Certification & Traceability
• Compile and organize certification packages
• Maintain traceability documentation to ensure compliance with customer and regulatory requirements
• Verify completeness and accuracy of all documentation before submission

Administrative Support

• Provide general administrative support to the Inspection team
• Assist with tracking documentation status and due dates
• Coordinate with inspectors, engineering, and customers as needed

Qualifications

• 2+ years of administrative or document control experience (quality or manufacturing environment preferred)
• Strong attention to detail and organizational skills
• Experience with document control systems and file management
• Proficiency in Microsoft Office (Word, Excel, Outlook)

Experience

• Familiarity with quality documentation such as FAIRs, certs, or inspection reports is a plus
• Basic database knowledge; familiarity with ODBC or similar systems considered a plus

Key Competencies

• High level of accuracy and attention to detail
• Strong time management and organizational skills
• Ability to manage multiple priorities in a fast-paced environment
• Clear written and verbal communication
• Self-motivated and proactive

Success Indicators

• Accurate, complete, and professionally formatted Inspection documentation
• Improved turnaround time for customer-required deliverables
• Reduced administrative burden on inspectors and managers
• Well-organized, audit-ready document systems