Document Control Assistant II

The Chefs’ Warehouse; Ridgefield (CT); On-site; USD 38,000 - 52,000; Full time

Job summary

The Chefs’ Warehouse in Ridgefield, CT is seeking an entry-level document control administrator to organize, file, and distribute product documentation used by Sales, Legal, Food Safety, Regulatory, and Finance. You will maintain records and updates in shared drives and databases, respond to document requests, and support audits and vendor documentation gathering.

The role requires attention to detail, strong communication, and the ability to manage multiple tasks in a fast-paced food industry

Qualifications

• High school diploma required; Associate’s degree preferred.
• 0–2 years in administrative support, food industry, supply chain, or document control.
• Proficient with Microsoft Office and shared drives/databases.
• Strong attention to detail and ability to stay organized with repetitive tasks.
• Good communication skills and ability to work with multiple teams.

Responsibilities

• Collect, organize, file, and distribute product documentation such as specification sheets and certificates.
• Respond to customer and internal requests for product documents and route information to teams.
• Maintain product specification databases and perform general data cleanup.
• Handle COA requests, monitor inboxes, and coordinate with vendors.
• Assist with maintaining dye information and tracking lists.
• Support vendor outreach to obtain missing or updated information.
• Help gather supplier/product documentation for FSQA and Regulatory teams.
• Maintain organized electronic filing and recordkeeping procedures.
• Assist with basic audits, record checks, and archiving activities.

Skills

Attention to detail

Organized

Multi-tasking

Communication skills

Education

High school diploma

Associate’s degree preferred

Tools

Microsoft Office

Job description

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.