Coordinator, Quality Documentation

Voyant Beauty believes our people are more than just employees; they're the driving force behind everything we achieve. Our culture fosters teamwork, respect, and camaraderie, ensuring that every individual's contribution is valued and celebrated. We invest in their growth, providing opportunities for development and advancement within our dynamic team.

Voyant Beauty is a company that specializes in the development and manufacturing, of beauty, personal and home care products. We work with various brands, retailers, and businesses to create customer formulations and products tailored to their needs. This can include skincare, haircare, bath and body products, fragrances, and more. Essentially, Voyant Beauty serves as a one-stop-shop for companies looking to bring their beauty and personal care product ideas to life.

Safety is a core value at Voyant Beauty. We prioritize the well-being of our team members, ensuring a safe and secure environment where everyone can thrive and excel.

If you're seeking to be part of a team where your talents are valued, your safety is paramount, and your efforts contribute to meaningful change, then Voyant Beauty is the place for you. Come join us and be a part of our journey.

The Quality Documentation Coordinator is responsible for managing controlled quality documentation—both electronic and physical—within a cGMP-regulated environment. This role ensures timely processing, tracking, archiving, and retrieval of critical records, including batch records, test sheets, Certificates of Analysis, and internal specifications. The position serves as a key liaison between quality, production, subcontractors, and fulfillment partners, ensuring document integrity and compliance. The role requires a high level of attention to detail, confidentiality, and organizational skill.

• Manage the flow, routing, logging, and archiving of internal and external controlled documents, document filing systems and retrieve records for departments/customers as needed.
• Complete batch reconciliations and review BOMs
• Coordinate shipment of first production samples to customers for approval and prepare documentation for outgoing Quality shipments (e.g., Fed Ex/UPS).
• Release, hold finished goods in Access or related ERP systems. Ensure accurate documentation and traceability.
• Track, maintain, and distribute documents from or to customers.
• Assist with preparation of quality issue reports. Maintain safety books and ensure compliance with safety and cGMP standards.
• Maintain confidentiality while interacting across all levels of the organization
• Identify and act on documentation-related issues and implement solutions
• Assist with audits and inspections by providing requested documents
• Some duties may vary slightly by location

• High School Diploma or GED (Required) or
• Associate's Degree or coursework in Quality, Business, or Science (Preferred)

• 1-3 years of relevant experience in documentation, manufacturing, or quality assurance (preferably in a cGMP-regulated environment) (Preferred)

• Accurately manage, track, and verify documentation with precision (High proficiency)
• Ability to read, write, and speak clearly and professionally in English (Medium proficiency)
• Proficiency in Microsoft Office (Word, Excel, Outlook); experience with document management systems or ERP platforms (e.g., MAX, Access) (High proficiency)
• Manage multiple document workflows and prioritize tasks efficiently (High proficiency)
• Identify document control issues, propose improvements, and implement actions (Medium proficiency)
• Handle sensitive quality and customer documentation discreetly (High proficiency)
• Familiarity with current Good Manufacturing Practices (Low proficiency)

Our company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, religion, sex, color, national origin, sexual orientation, age, disability or veteran status. Voyant Beauty will consider requests for accommodations due to a disability impacting a qualified employee's ability to perform the essential functions of their position consistent with applicable laws. In addition to federal law requirements, Voyant Beauty complies with applicable provincial and local laws governing nondiscrimination in employment in every location in which the company has facilities.

This policy applies to all terms and conditions of employment, including recruiting, hiring placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.