Quality Operations & Document Control Specialist - Consultant role - hybrid

MEA - MidAtlantic Employers’ Association; Center Square (PA); Hybrid; USD 34,000 - 52,000; Full time

Benefits offered by this job

Long-term consulting

Hybrid work (3 days on-site / 2 remote

Opportunity to become permanent

Job summary

Acme-Hardesty LLC is seeking a Quality Operations & Document Control Specialist to manage quality documentation, COAs, and regulatory workflows. You will ensure information is current, controlled, and accessible while supporting efficient processes.

The role combines on-site and remote work in a hybrid setup, focusing on document control, COA management, and continuous improvement within a distributed supply chain.

Qualifications

• Associate or Bachelor's degree in Quality, Chemistry, Business, Supply Chain, or related field, or equivalent experience.
• 1-3 years of experience in quality documentation, document control, customer support, or workflow coordination in a regulated environment.
• Proficiency with Microsoft 365 and experience with document repositories, ticketing systems, customer portals, or ERP/CRM records.
• Ability to leverage AI tools to streamline documentation practices and improve workflows.

Responsibilities

• Administer outbound COA activities, including monitoring automated 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including specifications, SDSs, statements, certificates, templates, review dates, expiration dates, and archival of superseded versions in approved repositories.
• Manage Freshdesk and customer-documentation requests, providing timely responses using approved Quality & Regulatory information and maintaining clear request status and follow-up.
• Administer NCR workflow by confirming case assignment, tracking the 30-day closure standard, issuing reminders, escalating overdue actions, and maintaining supporting evidence and status data.
• Coordinate vendor-document follow-up, customer portal uploads, and administrative updates to approved program documents; maintain certification records, scope documents, renewal dates, audit schedules, and current certificates in approved repositories.
• Coordinate third-party sampling and testing logistics for bulk and aged inventory activities, including scheduling, sample shipment, result follow-up, and controlled filing of testing records.
• Assemble audit and certification evidence, maintain training and quality records, coordinate evidence requests with process owners, track audit findings and corrective actions to closure, support traceability or mock-recall exercises, and prepare source data for Quality & Regulatory metrics and dashboards.
• Provide administrative support for department projects and recurring programs such as COA automation, specification master data, SDS migration, Quality Systems Manual rollout, case-management improvements, and certification renewals.

Skills

Attention to detail

Organization

Written & verbal communication

Process improvement

Data integrity

Education

Associate or Bachelor's degree in Quality, Chemistry, Business, Supply Chain, or related field

Tools

Microsoft 365

Document repositories

Ticketing systems

ERP/CRM records

AI tooling for docs

Job description

Job Description

Quality Operations & Document Control Specialist

Acme-Hardesty

Blue Bell, PA

Full-Time Consulting role, hybrid

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

The business serves as the bridge that connects suppliers in Southeast Asia, the Middle East, and South America with customers in North America.

Acme-Hardesty brings essential materials, needed by thousands of manufacturers, to create products that benefit millions of consumers.

Position Overview

The Quality Operations & Document Control Specialist provides day-to-day administration of quality documentation, 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 monitoring automated 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 versions in approved repositories.
• Manage Freshdesk and customer-documentation requests, providing timely responses using approved Quality & Regulatory information and maintaining clear request status and follow-up.
• Administer NCR workflow by confirming case assignment, tracking the 30-day closure standard, issuing reminders, escalating overdue actions, and maintaining supporting evidence and status data.
• Coordinate vendor-document follow-up, customer portal uploads, and administrative updates to approved program documents; maintain certification records, scope documents, renewal dates, audit schedules, and current certificates in approved repositories.
• Coordinate third-party sampling and testing logistics for bulk and aged inventory activities, including scheduling, sample shipment, result follow-up, and controlled filing of testing records.
• Assemble audit and certification evidence, maintain training and quality records, coordinate evidence requests with process owners, track audit findings and corrective actions to closure, support traceability or mock-recall exercises, and prepare source data for Quality & Regulatory metrics and dashboards.
• Provide administrative support for department projects and recurring programs such as COA automation, specification master data, SDS migration, Quality Systems Manual rollout, case-management improvements, and certification renewals.

Key Competencies

• Strong attention to detail, document accuracy, and controlled-record discipline.
• Excellent organization, follow-up, prioritization, and ability to meet turnaround times.
• Clear, professional written communication and customer-service orientation.
• Ability to manage multiple workflows, identify gaps, exercise sound judgment, and address overdue items appropriately.
• Collaborative, process-minded approach with interest in continuous improvement and data integrity.

Required Experience

Knowledge, Abilities, 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, document control, customer support, or workflow coordination in a regulated environment; chemical distribution or manufacturing experience preferred.
• Proficiency with Microsoft 365 and experience working with document repositories, ticketing systems, customer portals, or ERP/CRM records.
• Ability to effectively leverage approved AI tools to streamline documentation practices, improve workflow efficiency, and support project execution.

Benefits

• This is a long-term Consulting role that has the ability to become a permanent role
• This pays an hourly rate, and you would work 3 days on-site and 2 days weekly at home.
• This is a great company and team.

Keyword: Quality Operations, Document Control, COA management, document management, Quality Assurance, Quality Control, Chemicals, Manufacturing