Quality Coordinator-Document Specialist

Company Statement:
Banyan Botanicals is an industry-leading Ayurvedic Lifestyle and wellness company. We are driven by our mission to help people achieve and maintain optimal health and well-being. As a certified B Corporation, we serve the growing communities of Ayurveda and Yoga by offering sustainable, organic herbs and products, and providing accessible and inspiring educational content to our audience. We take pride in the fun, friendly, fast-paced work environment at Banyan where collaboration, respect and teamwork are the undercurrents of the workday.

We are looking for bright, motivated, and enthusiastic individuals to join our growing team!

Position Summary:

The Records Coordinator is responsible for maintaining the accuracy, organization, integrity, and accessibility of Quality records and controlled documentation. This role supports document control, training records, complaint and return records, supplier records, audit preparation, records retention, and regulatory compliance activities.

The Records Coordinator ensures quality records, documentation, and compliance-related activities are maintained in accordance with company procedures, regulatory requirements, and record retention requirements. This role serves as a key resource for audit readiness and quality record management.

Primary Duties and Responsibilities:

Administer document control activities including document issuance, revision control, archival, retrieval, and records retention.

Maintain controlled documents, forms, logs, templates, and quality records in accordance with established procedures.

Process approved document revisions and ensure current versions are properly maintained and accessible.

Archive obsolete documents and maintain historical records in accordance with document retention requirements.

Maintain document logs, revision histories, and controlled document inventories.

Maintain training completion records and identify missing or incomplete training documentation.

Route quality related customer complaints, returns, and supporting documentation to appropriate Quality personnel for review and investigation.

Maintain Approved Supplier records, supplier qualification files, agreements, audit records, and related documentation.

Maintain CAPA, Change Control, complaint, supplier, audit, and training records.

Administer annual document review schedules and maintain associated records and documentation.

Maintain complaint, return, and associated quality records in accordance with established procedures.

Create, revise, maintain, and distribute Safety Data Sheets (SDS) as required.

Retrieve and provide quality records, documentation, and historical files in support of operational, customer, certification, regulatory, and internal requests.

Maintain quality records in accordance with company procedures, regulatory requirements, and retention requirements.

Verify required quality records are complete, appropriately approved, and properly maintained according to established procedures.

Maintain records and documentation associated with quality systems, certification programs, audits, and compliance activities.

Provide backup support for Quality department activities as assigned.

Read and sign all applicable SOPs.

Follow all applicable regulatory, company, and safety requirements

Other duties as assigned.

Competencies –

Knowledge, Skills and Abilities:

Strong organizational and record management skills.

Excellent attention to detail.

Ability to follow established procedures and work instructions.

Ability to maintain accurate records and documentation.

Ability to identify missing, incomplete, or inaccurate records.

Strong time management and organizational skills.

Proficiency with QMS software, Microsoft Office, Google Workspace, and electronic document management systems.

Ability to follow detailed procedures and standardized workflows with a high degree of consistency.

Ability to organize, retrieve, and maintain large volumes of records and documentation.

Ability to recognize missing, incomplete, or incorrectly filed documentation.

Understanding of document control principles and record retention requirements.

Ability to maintain confidentiality…