Document Control Specialist; COA

Position: Document Control Specialist (COA)
Job Title:

Document Control Specialist (COA)

Job Description

The Document Control Specialist (Certificate of Analysis) supports the Quality team by accurately reviewing, organizing, and maintaining COA documentation for raw materials and finished products. This entry-level role helps ensure that products meet internal specifications and regulatory requirements, directly contributing to product quality assurance, supplier accountability, and audit readiness. It offers an excellent opportunity for someone looking to begin a career in quality, food manufacturing, or regulatory documentation.

Responsibilities

+ Receive, review, and verify Certificates of Analysis (COAs) for incoming raw materials and finished goods, ensuring all information is accurate and complete.

+ Confirm that batch and lot numbers, product codes, manufacturing dates, and expiration dates match received materials and internal records.

+ Ensure COAs meet internal specifications and comply with applicable regulatory requirements, including FDA and food safety documentation standards.

+ Enter COA information into electronic document control systems and shared databases to support traceability and audit readiness.

+ Organize and maintain COA records in an accurate, structured, and easily retrievable manner.

+ Maintain secure and organized records in accordance with document retention requirements, typically for 3-5 years, and follow version control best practices.

+ Support Quality Assurance, Procurement, and Warehouse teams by providing timely access to COA documentation and responding promptly to documentation requests.

+ Assist with internal and external audits by retrieving, organizing, and presenting COA records as needed.

+ Use Microsoft Office tools, including Excel, Word, and Outlook, as well as internal systems to track documentation and communicate discrepancies or issues with COAs.

+ Identify discrepancies or missing information in COAs and communicate these issues to appropriate internal stakeholders for resolution.

Essential Skills

+ Strong attention to detail and accuracy in reviewing and verifying documentation.

+ Ability to work with Certificates of Analysis (COAs) and understand their key components.

+ Experience or familiarity with document control practices in a quality-focused environment.

+ Basic understanding of Quality Assurance and quality inspection concepts.

+ Ability to work with data entry and data review tasks in a structured and organized manner.

+ Proficiency with Microsoft Office, including Excel, Word, and Outlook.

+ Ability to manage and maintain data in electronic document control systems and shared databases.

+ Strong organizational skills to maintain secure, well-structured, and traceable records.

+ Effective written and verbal communication skills to support cross-functional teams.

+ Ability to support audit readiness by organizing and retrieving documentation efficiently.

Additional

Skills & Qualifications

+ Interest in starting or developing a career in quality, food manufacturing, or regulatory documentation.

+ Familiarity with Good Manufacturing Practices (GMP) and food industry quality standards.

+ Exposure to laboratory or quality control (QC) environments.

+ Understanding of basic regulatory and regulatory affairs concepts, particularly related to food safety and FDA requirements.

+

Experience with data management and handling large volumes of documentation.

+ Ability to work collaboratively with Quality Assurance, Procurement, and Warehouse teams.

+ Comfort working with systems and tools used for tracking and managing documentation.

Work Environment

This role operates within a food manufacturing environment that can be loud, with machinery and production activity present. Temperatures may vary and can be hot or cold depending on the area of the facility and production conditions. The air may smell strongly of spices due to the nature of the products being manufactured. Work is primarily focused on documentation and computer-based tasks, using electronic systems and Microsoft Office tools, while remaining closely connected to production and quality operations across multiple facilities.

Job Type & Location

This is a…