General Purpose of the Position:

We are seeking a highly organized and detail-oriented Quality Systems Administrator to join our team. The Quality Systems Administrator will play a crucial role in managing and leveraging the organization's IP (Intellectual Property) portfolio. Quality Systems Administrator will also oversee the implementation and administration of quality systems to drive operational efficiency and standardization.

Essential Duties and Responsibilities:

- Organize and manage the organization's IP portfolio, including global patents, trademarks, and licensing agreements. Keep track of all IPs, due dates, costs, and assigned attorneys. File original communications and certificates.
- Track and ensure the timely completion of all upcoming action dates related to IP matters.
- Collaborate with relevant stakeholders to identify and prioritize IP needs. Arrange quarterly reviews with the Product Line/Departmental managers to review IP portfolio strategy, cost, value, and action items. Develop and implement a comprehensive IP management strategy to safeguard the organization's assets.
- Stay updated on changes and developments in IP laws and regulations to ensure compliance.
- Collaborate with marketing to roll out new IPs to the rest of the organization and to source required specimens for trademarks.
- Collaborate with the Engineering Mgr. and departmental heads on ongoing/pending applications, office action reviews, IP attorney recommendations, etc.
- Communicate directly with IP Law Firms on renewals, assignments and new applications.
- Own Initiatives:




- Find 3rd party software to better and more efficiently manage IP Portfolio.
- Consolidate IP attorneys to lower overall fees/cost and increase efficiency.
- Showcase IGS IP. Send out a bi-annual newsletter. Showcase IP certificates in office.

Quality Management:

- Administrator of the Quality Management System, ensuring all policies, processes, and procedures are current, controlled and up to date to meet quality requirements.
- Develop and maintain documentation related to quality systems and processes.
- Ensure all resources are accessible to relevant stakeholders.
- Collaborate with Quality Assurance Manager to facilitate periodic reviews.
- Sit in on all quality review/lesson learned meetings in order to review and change policies and procedures accordingly.
- Support audits and assessments to identify gaps in quality systems and develop corrective actions.
- Track key quality data and present quality management dashboards to report on key Quality KPI’s and Trends.
- Support quality communication initiatives such as converting key procedures to short video clips for easy training.
- Maintain training and qualification records.




- Facilitate the implementation of Quality Management System software to streamline quality assurance management.

Process Improvement:

- Continuously identify opportunities to enhance operational efficiency and streamline processes. Propose and implement improvements to project documentation, reporting, and administrative procedures, ensuring best practices are followed.
- Create new workflows.
- Create Standard Operating Procedures for administrative & operational workflows to avoid repetition of past mistakes.

Skills and Abilities Required

- Proven experience in administration, documentation, and reporting.
- Expert in Microsoft Suite including:
- SharePoint
- Excel (advanced formulas, conditional formatting, automation, pivot table and dashboard)
- Word/Outlook/PowerPoint/Teams/Dropbox

- Solid analytical skills with the ability to gather, interpret, and present data effectively.
- Excellent organizational and time management abilities.
- Exceptional communication and interpersonal skills.
- Attention to detail and a commitment to accuracy.
- Excellent writing skills for procedures, policies and other documents.
- Ability to take on multiple projects at once and prioritize accordingly.

Preferred Skills and Abilities:

- Previous experience in managing IP portfolios, including patents and trademarks.
- Experience in implementing and administering quality management systems is preferred.

Required Education and Experience:

- Associate degree.
- 5 years experience in an administrative role in an industrial setting

📌 QUALITY SYSTEMS ADMINISTRATOR (India)
🏢 Integrated Global Services
📍 India