Document Control Assistant II

The Chefs' Warehouse; Ridgefield (CT); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Paid Vacations

Paid Holidays

Health, Dental and Medical Benefits

Weekly pay

Life Insurance

5% above cost for our high qualityfood

Employee discounts for travel and in‑h

Job summary

The Chefs’ Warehouse is seeking an entry‑level Administrative Support professional to assist FSQA and Regulatory teams with documentation management. You will collect, file, and distribute essential product documents including spec sheets and certificates, respond to internal and customer requests, and help maintain databases and records in a fast‑paced food service environment.

This role offers opportunities to work with Legal, Food Safety/QA, Sales, Product, and Finance teams while ensuring

Qualifications

• High school diploma required; Associate’s degree or related field preferred.
• 0–2 years of administrative support, food industry, supply chain, or document control experience; recent grads welcome.
• Comfortable using Microsoft Office (Excel, Word, Outlook) and working in shared drives or databases.
• Strong attention to detail and ability to stay organized with repetitive tasks.
• Good communication skills and willingness to work with multiple teams.

Responsibilities

• Collect, organize, file, and distribute product documentation such as specification sheets, certificates, and other records.
• Respond to customer and internal requests for product documents and route information to appropriate teams.
• Support product specification database updates, cleanup, and general maintenance for accuracy.
• Handle COA requests, including monitoring inboxes and coordinating with vendors.
• Assist with maintaining dye information and FTL tracking lists.
• Support vendor outreach to request missing or updated product information.
• Help FSQA and Regulatory teams gather supplier and product documentation as needed.
• Maintain organized electronic filing systems and follow recordkeeping procedures.

Skills

Attention to detail

Multitasking

Communication skills

Team collaboration

Microsoft Office

Education

High school diploma

Associate’s degree preferred

Tools

Microsoft Office

Job description

About The Chefs' Warehouse – The Chefs' Warehouse, Inc. (http://www.chefswarehouse.com) combines exceptional quality and brand building with broadline food service distribution for more than 40 years. With Protein, Specialty, Produce, and Broadline offerings, we service the most discerning chefs in a hybrid approach of convenience and superior quality. We introduce more than 4,000 artisan producers of the world’s finest ingredients from over 40 countries to the finest chefs in the world. We passionately consult, sell, and build relationships with more than 50,000 customers through the most experienced network of over 600 consultive sales associates, best‑in‑breed technology, rapid service, and support levels that solidify our long‑standing ties to both established and up‑and‑coming premium restaurants.

Mission

The mission of The Chefs’ Warehouse is to provide the world’s greatest ingredients to the world’s best chefs.

Our C.H.E.F.S. Values

• Curious & Creative
• Hungry For Food & Results
• Entrepreneurial
• Forward Thinking & Flexible
• Supportive (Of Peers & Chefs)

Position Summary

Support the organization, maintenance, and distribution of food product documentation used by customers and internal teams including Sales, Legal, Food Safety, Regulatory, and Finance. Ensure product records and specifications are accurately filed, updated, and accessible by following established document control processes. Provide entry‑level administrative support to FSQA and Regulatory teams.

What You’ll Do

• Collect, organize, file, and distribute product documentation such as specification sheets, kosher certificates, organic certificates, and other required records.
• Respond to customer and internal requests for product documents and route information to the appropriate teams.
• Support product specification database updates, cleanup, and general maintenance to keep information accurate and current.
• Handle Certificate of Analysis (COA) requests, including monitoring inboxes, coordinating with vendors, and sending documents to internal teams.
• Assist with maintaining synthetic dye information and FTL tracking lists.
• Support vendor outreach efforts to request missing or updated product information.
• Help FSQA and Regulatory teams gather supplier and product documentation as needed.
• Maintain organized electronic filing systems and follow recordkeeping procedures for document storage, retrieval, and retention.
• Assist with basic audits, record checks, and document archiving activities.

Cross‑Functional Support

• Legal: Assist with vendor documentation needed for compliance programs.
• Food Safety / QA: Support collection and routing of supplier food safety documents.
• Sales & Product Teams: Help fulfill product attribute and customer documentation requests.
• Finance: Support documentation needs related to vendor setup and payment processing.

About You

• High school diploma required; Associate’s degree or related field preferred.
• 0–2 years of experience in administrative support, food industry, supply chain, or document control. Recent graduates welcome.
• Comfortable using Microsoft Office (Excel, Word, Outlook) and working in shared drives or databases.
• Strong attention to detail and ability to stay organized with repetitive tasks.
• Good communication skills and willingness to work with multiple teams.
• Able to manage multiple tasks in a fast‑paced environment.
• Positive, dependable, and team‑oriented.

The above job description is not an all‑inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties as assigned by their supervisor.

Perks & Benefits

• Paid Vacations, Paid Holidays
• Health, Dental and Medical Benefits
• Weekly pay
• Life Insurance
• 5% above cost for our high‑quality food products
• Employee discounts for travel and events
• 401k
• Employee Stock Purchase Plan

The Chefs' Warehouse is an Equal Opportunity Employer that does not discriminate based on actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status, sexual orientation, pregnancy, gender identity or any other characteristic protected by applicable federal, state, or local laws. We also consider qualified applicants with criminal histories, consistent with applicable federal, state and local law. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment. We are dedicated to building an inclusive and diverse workforce.