Quality Operations & Document Control Specialist - Consultant role - hybrid

MidAtlantic Employers' Association; Center Square (PA); Hybrid; USD 39,000 - 58,000; Full time

Job summary

Acme-Hardesty LLC in Blue Bell, PA is seeking a Quality Operations & Document Control Specialist as a full-time consulting role with hybrid work. You will administer outbound COAs, manage controlled documents, and support quality workflows.

You will coordinate NCRs, vendor-document follow-ups, and testing logistics, ensuring accurate, current records and timely responses to customer requests within a regulated environment.

Qualifications

• 1–3 years in quality documentation or document control in a regulated environment.
• Associate or Bachelor’s in quality/chemistry or related field, or equivalent experience.
• Proficiency with Microsoft 365 and document management tools.

Responsibilities

• Administer outbound COA activities, including monitoring automated processing and validating shipment and lot data.
• Maintain controlled Quality & Regulatory documents (SDS, specs, certificates) and archival of superseded versions.
• Manage Freshdesk and customer-documentation requests with timely responses and clear status.
• Administer NCR workflow: assign, track, reminders, escalate overdue actions, maintain evidence.
• Coordinate vendor-document follow-up, customer portal uploads, and updates to program documents.

Skills

Attention to detail

Organization

Communication

Problem solving

Collaboration

Education

Quality/chemistry degree

Tools

Microsoft 365

Document repositories

Ticketing systems

ERP/CRM records

Job description

Quality Operations & Document Control Specialist - Consultant role - hybrid

Quality Operations & Document Control Specialist

Acme-Hardesty

Blue Bell, PA

(Full-Time Consulting role, hybrid)

Acme-Hardesty LLC. is in Blue Bell, Pennsylvaniaand has evolved today into one of the largest distributors ofrenewable palm oil derivatives, castor oil and its derivatives,glycerin and preservatives and surfactants.

The business serves as the bridge that connects suppliers inSoutheast Asia, the Middle East, and South America with customers inNorth America.

Acme-Hardesty brings essential materials, needed by thousands ofmanufacturers, to create products that benefit millions ofconsumers.

POSITION OVERVIEW:

The Quality Operations & Document ControlSpecialist provides day-to-day administration of qualitydocumentation, customer requests, outbound Certificates of Analysis(COAs), and Quality & Regulatory workflows.

The role ensures approved information is accurate, current,controlled, and readily available while supporting efficient,consistent execution of departmental processes.

RESPONSIBILITES AND ACCOUNTABILITES:

• Administer outbound COA activities, including monitoringautomated processing, preparing approved manual or exception COAs,and verifying shipment, lot, and supporting information.
• Maintain controlled Quality & Regulatory documents,including specifications, SDSs, statements, certificates, templates,review dates, expiration dates, and archival of superseded versionsin approved repositories.
• Manage Freshdesk and customer-documentation requests,providing timely responses using approved Quality & Regulatoryinformation and maintaining clear request status and follow-up.
• Administer NCR workflow by confirming case assignment,tracking the 30-day closure standard, issuing reminders, escalatingoverdue actions, and maintaining supporting evidence and statusdata.
• Coordinate vendor-document follow-up, customer portal uploads,and administrative updates to approved program documents; maintaincertification records, scope documents, renewal dates, auditschedules, and current certificates in approved repositories.
• Coordinate third-party sampling and testing logistics for bulkand aged inventory activities, including scheduling, sampleshipment, result follow-up, and controlled filing of testingrecords.
• Assemble audit and certification evidence, maintain trainingand quality records, coordinate evidence requests with processowners, track audit findings and corrective actions to closure,support traceability or mock-recall exercises, and prepare sourcedata for Quality & Regulatory metrics and dashboards.
• Provide administrative support for department projects andrecurring programs such as COA automation, specification masterdata, SDS migration, Quality Systems Manual rollout, case-managementimprovements, and certification renewals.

KEY COMPETENCIES:

• Strong attention to detail, document accuracy, andcontrolled-record discipline.
• Excellent organization, follow-up, prioritization, and abilityto meet turnaround times.
• Clear, professional written communication and customer-serviceorientation.
• Ability to manage multiple workflows, identify gaps, exercisesound judgment, and address overdue items appropriately.
• Collaborative, process-minded approach with interest incontinuous improvement and data integrity.

Experience and Skills:

KNOWLEDGE, ABILITES, AND SKILLS DESIRED:

• Associate or Bachelor’s degree in Quality, Chemistry,Business, Supply Chain, or a related field, or equivalent experience.
• 1-3 years of experience in quality documentation, documentcontrol, customer support, or workflow coordination in a regulatedenvironment; chemical distribution or manufacturing experience preferred.
• Proficiency with Microsoft 365 and experience working withdocument repositories, ticketing systems, customer portals, orERP/CRM records.
• Ability to effectively leverage approved AI tools tostreamline documentation practices, improve workflow efficiency, andsupport project execution.

This is a long-term Consulting role that has the ability tobecome a permanent role

This pays an hourly rate, and you would work 3 days on-site and2 days weekly at home.

This is a great company and team.