Quality Management System Specialist

At Swappie, we are not just fixing devices; we are fixing the way the world consumes electronics. We are now looking for a Quality Management System (QMS) Specialist to join our team in Tallinn. This is a hands-on role for an organized professional ready to help us build a structured, scalable quality system from the ground up.

About the role

Reporting to the Quality & Continuous Improvement Lead, your mission is to transform our current documentation and QMS into a structured, professional, and scalable system. We aren't looking for someone to maintain a system that is already perfect; we are looking for someone to build it. 

You won't just be "checking boxes" - you will actively shape how we operate. You will own the company-wide Continuous Improvement (CI) Idea Process, ensuring that great ideas from our teams don't get lost but are evaluated and turned into action. You will work across Production, Quality, and Leadership teams in Estonia, Finland, and Germany to ensure our standards are not just written down, but lived every day.

What you will be doing

Working across production, quality, and leadership teams in different locations, the QMS Specialist ensures processes are documented, audits closed effectively, and standards consistently followed. 

• Building the foundation: You will take charge of our QMS documentation, moving us from scattered files to a structured, professional system that complies with ISO 9001 principles.

• Auditing & Compliance: You will conduct internal process audits and cross-site audits (Estonia, Germany and Finland), coordinating with teams to close deviations and track Corrective and Preventive Actions (CAPA).

• Driving Continuous Improvement: You will work at the heart of our continuous improvement efforts, ensuring that once we set a standard, we stick to it, measure it, and improve it. You will also own the CI Idea Process - reviewing employee suggestions, directing them to the right stakeholders, and ensuring feedback loops are closed. 

• Championing 5S & Lean: You will lead or support 5S audits and initiatives, ensuring our production environment remains organized, safe, and efficient.

• Managing change: You will act as a partner to our production teams, helping them to move away from old habits and adopt new, standardized methods.

Who we are looking for

• The experience: You have 2–5 years of experience in Quality Assurance, Internal Auditing, and/or QMS management. 

• The skillset: You understand ISO 9001 principles. You have practical experience with Internal Auditing, CAPA processes, and Lean/5S methodologies.

• The mindset: You are structured and detail-oriented. You are the type of person who enjoys organizing information and ensuring data accuracy. You are also proactive - you don't wait for things to break; you are constantly spotting opportunities to make processes smoother and more efficient.

• The ownership: You thrive on autonomy. You have a strong sense of accountability and aren't afraid to make decisions to keep the quality system moving forward.

• The communicator: You have excellent collaboration skills. You can be firm about standards while maintaining strong relationships with production teams.

• The education: Bachelor's degree in a related field (e.g. Quality Management, Engineering or Business Process Management).

• Language: You are fluent in English (our company language).

What success looks like in this role:

• In 1 month: You have connected with key stakeholders and reviewed our current documentation gaps.

• In 3 months: You have created a comprehensive proposal for a new, structured QMS architecture and proposed improvements to the CI Idea Process.

• In 5 months: You are conducting formal internal audits and actively migrating files into the new system you helped design.

Why join Swappie?

• The blank canvas: We need to rebuild our QMS almost from scratch. You get to define what "Good" looks like and leave a lasting legacy on our operations.

• Impact: Your work directly affects the quality of our products and the efficiency of our teams. You are the bridge that turns employee ideas into company-wide improvements.

• International scope: You will have the opportunity to conduct cross-site audits and collaborate with colleagues in Finland and Germany.

• Culture: A supportive, low-hierarchy environment where you can be your true self and your ideas are heard. Our strength as a company comes from the diverse group of people we're proud to employ. Whoever you are – you're welcome at Swappie

• We invest in you: On top of monthly salary, local benefits and an equity package, we support your long-term growth with a structured performance enablement program.

Practicalities:

• Location: Tallinn. We work in a flexible hybrid model, and expect some presence on-site to collaborate with the production teams, especially during the onboarding phase.

• Contract: Permanent, full-time.

• Start date: As soon as possible, negotiable.

• Compensation: The starting salary range is 1900–2580€ gross per month. We base our offer on the skills and experience you bring to the team, ensuring a fair starting point for your journey with us.

• Visa requirements: Eligibility requires a valid, long-term work visa for full-time employment in Estonia.

• Application deadline: Please submit your application latest by

• Questions? will happily help. Kindly note that we don't accept applications via email.

How the recruitment process will look like

The process is designed to be a transparent, two-way assessment, ensuring we find the right match for our team. If you're ready to join the mission, start by reviewing our guide on How we hire. We look forward to your application

1. Meet the Recruiter (online, 30 mins):  Let's start exploring together if this role and Swappie as an employer could be a match for you

2. Meet the Hiring Manager (60 mins): Get to know each other further and dive deeper into the role and the Operations organization, as well as your skills and competencies with the hiring manager, Ilja Nikiforov.

3. Technical Round & Site Tour (90 mins): Visit our production site followed by a technical discussion on some real life examples with our Health and Safety Specialist, Mairi & Head of Operations Support, Jevgeni.

4. Culture Discussion (60 mins): Impact orientation, inclusion and growth mindset - explore the key pillars of our culture together with our Senior HRBP, Kadri and Head of Operations, Pavel. 

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