Documentation Specialist

Job description

Position Overview The Documentation Specialist supports the Food Safety and Quality Assurance (FSQA) team by maintaining accurate, organized, and controlled documentation; coordinating documentation-related activities; supporting audit readiness; and assisting with corrective action and compliance tracking. This position works cross-functionally with Operations, Maintenance, Quality, and other departments to help ensure documentation is complete, current, accessible, and maintained in accordance with company and regulatory requirements. Responsibilities • Coordinate the review, issuance, distribution, revision, and maintenance of controlled Operations and FSQA documentation. • Maintain document control processes to help ensure documents are current, accurate, properly approved, and readily accessible to appropriate personnel. • Support internal, customer, regulatory, and third-party audits by organizing, retrieving, and providing controlled documentation and records. • Identify and implement improvements to documentation processes that make documents and records easier to create, locate, understand, use, and maintain. • Assign and track monthly Good Manufacturing Practices (GMP) audits and monitor completion. • Document GMP audit findings and failures on the appropriate action-item tracker and assist with monitoring corrective actions through completion and closeout. • Partner with Maintenance, Operations, FSQA, and other departments as needed to follow up on outstanding audit findings and corrective actions. • Assist with export documentation, traceability exercises, and documentation requests. • Assist with reporting and tracking related to document control, audits, corrective actions, GMP compliance, and other FSQA or compliance metrics. • Train employees on document control procedures, good documentation practices, and applicable documentation requirements. • Maintain documentation and records in accordance with established retention, document control, and recordkeeping requirements. • Assist the FSQA team with additional documentation, compliance, and administrative activities as needed. • Must be able to work in and regularly enter production areas, including both cold and warm environments, as required to perform job duties. Must follow all applicable Good Manufacturing Practices (GMPs), food safety requirements, and facility policies, including wearing required personal protective equipment (PPE) and adhering to established hygiene and safety procedures. • Perform other duties as assigned. Education • A minimum of a high school diploma or GED equivalency is normally required. • An Associate’s degree in Quality or related field is preferred. Experience • Previous experience in document control, quality assurance, food safety, manufacturing, administrative support, or a related field preferred. • Experience maintaining controlled documents, records, or other compliance-related documentation preferred. • Experience supporting audits, corrective action tracking, or compliance activities preferred. • Experience using an electronic document management system (EDMS), quality management system (QMS), SharePoint, or comparable document management platform preferred. Skills Qualifications • Strong written communication, proofreading, editing, and document-formatting skills. • Excellent attention to detail with strong organizational, recordkeeping, and follow-through skills. • Ability to review and interpret detailed information and communicate it clearly and accurately to different audiences. • Proficiency with Microsoft Word, Excel, Outlook, and document collaboration or storage platforms. • Ability to work independently, manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced environment. • Ability to collaborate effectively with employees and leaders across multiple departments. • Ability to maintain confidential and sensitive business information appropriately. • Knowledge of document control principles, records retention, audit support, and good documentation practices preferred. • Familiarity with food safety, quality, GMP, or manufacturing documentation requirements preferred. Other Requirements Communication Skills Must possess strong written, verbal, and interpersonal communication skills. Must have the ability to read, interpret, and communicate information contained in policies, procedures, work instructions, specifications, audit documentation, and other quality and food safety records. Must possess strong proofreading and editing skills with the ability to communicate information clearly and accurately. Must be able to effectively communicate and collaborate with partners across multiple departments and levels of the organization. Computer Skills Must possess strong computer proficiency in a Windows environment, including Microsoft Word, Excel, and Outlook. Must be able to create, edit, format, organize, maintain, and retrieve electronic documents and records. Experience with electronic document management systems, quality management systems, SharePoint, or related manufacturing software systems is preferred. Must be able to learn and effectively utilize company-specific software and document management systems. Mathematical Skills Must possess basic, accurate mathematical skills and the ability to review and interpret numerical information used in reports, audits, tracking tools, and quality or compliance records. Reasoning Ability Must have the ability to apply common sense understanding to carry out instructions furnished in written, verbal, and/or diagram form. Must have strong troubleshooting and problem-solving skills. Physical Demands While performing the duties of this job, the partner is frequently required to sit, stand, walk, and talk or hear. The partner is frequently required to use hands to finger, handle, or feel and reach with hands and arms. The position requires frequent use of a computer and other standard office equipment. The partner may occasionally be required to enter production areas to retrieve documentation, conduct or support audits, or perform other job-related activities. Specific vision abilities required by this job include close vision and the ability to adjust focus. Work Environment The work environment characteristics described here are representative of those a partner encounters while performing the essential functions of this job. There is a wide variation of temperatures, ranging from 35° F to 100° F in the various production work areas. The work environment is wet and slippery most times. The noise level in the production work environment is usually loud. Partners are required to wear slip-resistant footwear, frocks, hairnets and hearing protection at all times on the production floor. Gloves, goggles, face shields, rain suits, and rubber boots will be required at different times in the course of the work being performed. Benefits and Compensation Applicants must be eligible to work in the country where this job is located, without requiring sponsorship now or in the future.