Quality Documentation Specialist

The Food Source International, Inc.; Exton (PA); On-site; USD 52,000 - 76,000; Full time

Job summary

The Food Source International, Inc. seeks a Quality Documentation Specialist to ensure regulatory-compliant documentation and robust record-keeping.

This role focuses on reviewing completeness and accuracy while supporting continuous improvement in documentation processes. You will coordinate with cross-functional teams, prepare COAs, and manage document requests through systems like TraceGains or SafetyChain.

Qualifications

• Entry level position.
• Strong writing and organizational skills.
• Attention to detail.
• Proficiency in research and technical understanding.
• Effective communication abilities.
• Adaptability to industry changes.
• Basic project management skills.
• Proficiency in Microsoft Excel and Office Suite.

Responsibilities

• Initiate and approve documentation using independent judgment.
• Decide on requesting/approving supplier documents related to safety, legality, or authenticity.
• Backup to Quality Specialist.
• Review, approve, and prepare COAs per requirements.
• Reformats and maintains specification packages for consistency and accuracy.
• Fulfill customer document requests and upload docs to systems (TraceGains, SafetyChain).
• Participate in mock recalls and traceability exercises.
• Contribute to department projects and process improvements.
• Duties may change; additional tasks assigned.
• Denotes food safety responsibilities.

Skills

Strong writing

Organizational skills

Attention to detail

Research

Communication

Adaptability

Project management

Problem solving

Education

Bachelor’s degree preferred

Tools

Microsoft Excel

Microsoft Office Suite

Job description

Summary/Objective

The Quality Documentation Specialist is responsible for reviewing and verifying documentation to ensure compliance with regulatory standards and internal quality control practices. The Quality Documentation Specialist will focus on maintaining accurate and organized record archives, conducting thorough reviews to ensure documentation is complete, accurate, and relevant, and supporting continuous improvement in documentation processes.

Essential Functions

The Quality Documentation Specialist is responsible for ensuring all documentation meets regulatory standards, internal quality guidelines, and industry best practices. The Quality Documentation Specialist will also support internal and external audits by ensuring documentation is audit-ready and compliant. Additionally, the specialist identifies and corrects documentation deficiencies, develops and improves documentation processes, and provides training to staff on document control procedures. Collaboration with cross-functional teams is essential to align documentation with organizational goals and resolve issues efficiently. The Quality Documentation Specialist also generates reports on document status, compliance issues, and process improvements, tracking key metrics to support continuous quality improvement.

Responsibilities / Skills / Abilities

• Utilizes independent judgment to initiate customer communication, request, review, and approve documentation.
• Has authority to make decisions on requesting and approving documents from suppliers as they pertain to food safety, quality, legality, or product authenticity.
• Serves as backup to the Quality Specialist.
• Reviews, approves, and prepares Certificates of Analysis (COAs) in accordance with customer and regulatory requirements.
• Reformats and maintains specification packages as necessary to ensure consistency and accuracy.
• Fulfills customer document requests and uploads required documentation into customer systems (e.g., TraceGains, SafetyChain, or similar platforms).
• Participates in mock recalls and traceability exercises as required.
• Participates in department projects and process improvement initiatives; completes additional tasks as assigned.
• The job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.
• Denotes food safety responsibilities.

Work Experience Requirements

• Entry level position
• Strong writing and organizational skills
• Attention to detail
• Proficiency in research and technical understanding
• Effective communication abilities
• Adaptability to industry changes
• Basic project management skills
• A knack for problem solving.
• Intermediate computer skills required, with demonstrated proficiency in Microsoft Excel (e.g., data tracking, basic formulas, and reporting) and Microsoft Office Suite (Word, Outlook, PowerPoint).

Education / Knowledge Requirements

• Bachelor’s degree preferred

Reports To: Quality Assurance Manager

Supervisory responsibilities: None

Backup: Quality Specialist

Physical Requirements

• Work involves sitting most of the workday (greater than 50% of the time); walking and standing are required as needed.
• Typing and applying pressure with the fingers and palms are required for data entry and document handling.
• The person in this position occasionally moves about the office to access file cabinets, office equipment, and supplies.
• Constantly operates a computer and other office productivity machinery such as a calculator, copy machine, and printer.
• Must be able to communicate information and ideas clearly so others can understand and exchange accurate information in these situations.
• Must be able to observe details at close range (within a few feet), including reviewing documents, records, and electronic files.

Work Environment / Hours

• The work environment: temperature, noise level, inside or outside, or other factors that will affect the person's working conditions while performing the job.
• Fulltime, Office hours are typically 8:30-5:00pm, Monday-Friday with occasional overtime.

EEO: We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or any other characteristic protected by the law.