Document Verification Coordinator

Document Verification Coordinator

At Russell Stover, not only do we love chocolate, but we love our jobs! Every day we go to work exhibiting our values of excellence, innovation, entrepreneurship, responsibility, and collaboration. Working at Russell Stover you’ll be part of the leading manufacturer of boxed, seasonal, and sugar-free chocolates. For over 100 years, Russell Stover Chocolates, Whitman’s, and Pangburn’s have been crafted with the finest ingredients to bring happiness to generations.

Today, we produce over 55 million pounds of chocolate annually, and our legacy brands can be found in 13 company-owned stores and over 9,000 wholesale accounts. Join our team and let’s continue making chocolate lovers happy!

As a Document Verification Coordinator, you will lead and coordinate site documentation processes to ensure they are handled according to the organizations’ corporate policies, and industry best practices. You will oversee document control activities across departments, verify that all controlled documents meet organizational standards, and ensure timely updates, approvals, and version control. Serving as the primary contact for document-related inquiries, you will guide teams through revisions, audits, and compliance requirements while identifying opportunities to improve documentation systems and processes.

Additionally, you will provide direction and support to new employees, promoting consistent practices that uphold quality, safety, and continuous improvement.

• Responsible for the document control program and is the site’s custodian of Food Safety and Quality documents.
• Ensures correct versions of documents are used on site. Retrieves old versions after updates and replaces with current versions.
• Maintains current signed hard copies, electronic copies, and retention of obsolete copies for historical reference according to Russell Stover’s document retention policy.
• Liaises with document owners to recommend updates to existing documents with the support of the QA manager.
• Issues document control numbers and provides appropriate templates for new documents.
• Recommends changes to existing documents to align with changes in process and best practice.
• Ensures site documentation log, including distribution list, is up to date.
• Assists with new hire training on how to assess and use relevant documents.
• Supports the review of food safety and quality documentation for completeness.
• Supports site with implementation of Food Defense policy.
• Supports the site’s food safety and quality assurance program by reviewing records and communicating key trends—such as product holds, foreign material findings, sanitation results, and complaint data—to team members as needed.
• Adheres to Good Manufacturing Practices (GMP) to ensure product quality and maintain compliance with food safety standards.
• Completes and follows FSQA training and programs to comply with regulatory requirements, ensure consumer safety, and support the plant’s food safety and quality objectives.
• Promptly reports and takes appropriate action on any observed or potential food safety hazards, process deviations, or non-conformities by notifying the designated plant supervisor, in accordance with your role and responsibilities.
• Actively contributes to the continuous improvement of the company’s Food Safety Culture through engagement and actions aligned with your role.

This job posting is not all inclusive and other duties may be assigned.

(Basic Qualifications)

• Bachelor’s Degree in a relevant field, and two (2) years’ experience with document control program management. Or, five (5) or more years’ experience with document control program management.
• Formal training in sanitation/food safety/regulatory standards and/or Preventative Control Certified Individual (PCQI).
• Ability to lead teams and work cross-functionally to complete projects.
• Detail oriented.
• Ability to manage your time day to day.
• Excellent communication skills and the ability to speak, read, and write English fluently, with or without an accommodation.
• Microsoft Office proficient.

(Preferred…