Quality Assurance Documentation Specialist

Job Description This role leads and facilitates customer requests for quality assurance documentation and related information, ensuring timely, accurate, and professional responses. The specialist maintains customer information systems and logs, supports sales and supply chain teams, and helps uphold robust food safety and quality programs. The position plays a key role in managing certificates, audits, and questionnaires while contributing to continuous improvement in a fast-paced corporate environment.

• Lead and facilitate customer requests for information related to quality assurance documentation, third-party audit certificates and reports, kosher certificates, food safety questionnaires, and certificates of analysis (COAs).
• Ensure all requested information is provided accurately, completely, and within a reasonable timeframe using telephone, fax, and email communication.
• Maintain the Customer Request for Information log and customer files so that all requests are captured, tracked, and closed out appropriately.
• Develop and track key performance indicators (KPIs) for customer request completion to monitor and improve service levels.
• Ensure customer quality programs, such as Intelex and ICIX, are maintained and updated as required.
• Oversee Kosher and Halal certificates for all manufactured and factored goods, including private label products, ensuring current and accurate documentation.
• Post COAs to customer management sites such as Intelex, ICIX, and similar platforms.
• Maintain the quality assurance documentation inbox by filing, completing, and assigning requests to appropriate team members.
• Provide timely, professional customer support and respond to inquiries regarding quality, food safety, and documentation requirements.
• Oversee and monitor the completion of all food safety and quality-related questionnaires from customers, ensuring accuracy and consistency.
• Participate in the annual quality management meeting and contribute insights on customer documentation and quality trends.
• Maintain Certificates of Analysis for factored goods and ensure they are readily available for internal and external stakeholders.
• Maintain the daily Exception Report for Trace Gains and address issues or discrepancies as needed.
• Handle customer specification requests and collaborate with the quality assurance team to communicate specification requirements to manufacturing sites, ensuring they are understood and met.
• Complete new customer packets to ensure capabilities and quality programs align with customer expectations.
• Generate spreadsheets, graphs, reports, and letters related to customer requests for information, providing clear and organized documentation.
• Lead or participate in quality and food safety projects and initiatives at both corporate and plant levels.
• Comply with human resources policies, procedures, and relevant employment laws.
• Continuously exhibit and model core values, including being customer-centric, ambitious, proactive, innovative, collaborative, and accountable.
• Perform other duties and special projects as assigned, supporting broader business and quality objectives.

• Bachelors degree required; a technical or science-related degree is preferred.
• Bachelors degree in a science-related field with lab experience in a food or beverage manufacturing work environment (23 years+).
• Working knowledge of food safety and quality management systems such as GFSI.
• Knowledge of food safety programs including HACCP, GMP, Allergen Control, and Audits.
• Proficient with Microsoft Office programs, including the ability to create and manage spreadsheets, graphs, and reports.
• Strong oral and written communication skills, with the ability to…