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Quality Services Coordinator

Summary of Position
The primary responsibility of this role is to ensure accurate and comprehensive documentation related to ingredients and finished goods manufactured for and sold by the Company. This role plays a crucial role in maintaining quality standards, regulatory compliance, and customer satisfaction, contributing to the quality and safety of food products while ensuring compliance with industry standards.

Essential Job Duties
  1. Customer Quality Documentation Support:
    1. Act as point of contact in fulfilling customer inquiries related to ingredient technical documentation, supplier questionnaire completion, food safety and allergen form completion, and other respective contract manufacturing facility Quality documentation upon request.
    2. Provide timely and accurate responses to customer inquiries for information through various Company channels of communication. 
    3. Manage and fulfill customer requests within TraceGains Customer Portal and coordinate completion efforts with other departments when needed. 
    4. Address any concerns or issues related to ingredient specifications, safety, and compliance.
    5. Communicate and work with contract manufacturing facilities and suppliers to resolve any customer issues including documentation requests, complaints, and other needs as they arise.
  2. Contract Manufacturer Documentation Management and Maintenance:
    1. Manage and maintain all facility Quality documentation including but not limited to 3rd Party Audit Certificates and Reports/Corrective Actions, Food Safety Programs, HACCP / HARPC Flow Charts and Plans, Allergen Control, and other required documents.
    2. Request and review facility documentation for new contract manufacturing locations for accuracy and validity.
  3. Internal Team Project Management – Continuous Quality Improvement:
    1. Analyze current processes and evaluate enhancement strategies, shortfalls, and current improvement opportunities within the Department.
    2. Investigate and implement process improvement software and tools where applicable, with an immediate focus on Safety Data Sheet Authoring Software. 
    3. Develop and manage project completion timelines, strategies, and communicate those effectively with internal stakeholders.
  4. Quality Assurance:
    1. Maintain high standards of accuracy and completeness in all documentation.
    2. Ensure consistency across different types of documentation.
    3. Follow established procedures for document control and version management.
    4. Coordinate with suppliers and vendors to obtain necessary documentation.
  5. Regulatory Compliance:
    1. Stay informed about relevant regulations and industry standards.
    2. Update documentation as needed to comply with changing requirements.
    3. Participate in audits and inspections related to documentation practices.
  6. Other duties as assigned.

Minimum Qualifications
  • Education: A high school diploma or equivalent is required.  Relevant certifications or coursework in food science, nutrition, or related fields are advantageous. 
  • Experience: Minimum 3-5 years experience in Food and/or Beverage Industry, primarily in a Regulatory, Quality, or Technical role.
  • Communication Skills: Excellent written and verbal communication skills are essential for creating clear and concise documentation and interacting with colleagues and customers.
  • Attention to Detail: Accuracy is critical when handling ingredient specifications and safety information.
  • Organizational Skills: Ability to manage multiple tasks, prioritize work, and meet deadlines.
  • Technical Proficiency: Familiarity with Microsoft Office Suite.
  • Collaborate effectively with cross-functional teams and demonstrate a positive attitude.
  • Working knowledge of:
    • 21 CFR 117 Food Safety and Modernization Act (FSMA)
    • 21 CFR 101 Food Labeling
    • GFSI

Preferred Qualifications
  • Working knowledge of:
    • TraceGains
    • SharePoint
    • Project management software
    • Product formulation software (Formulator)

Working Conditions
  • Position is eligible for hybrid work schedule.
  • Position is based in an office environment.
  • No travel expectations for this position.