Regulatory Administrator

Zing Recruiting; West Caldwell (NJ); On-site; USD 50,000 - 60,000; Full time

Job summary

Zing Recruiting seeks a Regulatory Administrator to support regulatory, services, and quality teams by coordinating documents and preparing COAs for outgoing shipments across our ingredients portfolio.

The role emphasizes accuracy, database maintenance, and timely delivery of records. A high school diploma and 1+ years in related admin or regulatory support are required; proficiency with Word, Excel, and SharePoint is preferred.

Qualifications

• High school diploma or equivalent.
• 1+ years administrative, document-control, or regulatory support experience.
• Familiarity with FDA, SQF, or product-compliance docs; learn processes.
• Attention to detail and ability to manage high volume of requests.
• Proficiency with Word and Excel; SharePoint experience a plus.

Responsibilities

• Prepare COA and outgoing documents for customer orders daily.
• Distribute approved regulatory documents (SDS, certificates, analyses).
• Maintain regulatory databases and document-control files.
• Enter/update product information (allergen, country-of-origin, Prop 65, TSCA) and flag issues.
• Collect supplier documents for new material approvals.
• Coordinate document requests with Technical Services, Quality, Sales, Purchasing, Operations.
• Provide admin support to the Technical Services Manager.

Skills

Administrative experience

Document control

Customer support

Quality/regulatory support

Attention to detail

Communication

Team collaboration

Education

High school diploma or equivalent

Associate or bachelor’s degree in a science, business, or related field

Tools

Microsoft Word

Microsoft Excel

SharePoint

Document-control systems

Regulatory databases

Job description

Leading Ingredients company has an immediate need for a Regulatory Administrator.

The Regulatory Administrator is responsible for preparing COA’s for all outgoing shipments each day. The role also supports Services and Quality teams by coordinating regulatory documents, customer requests, supplier records, and certification files for the company’s flavor, fragrance, and personal care ingredients. This role helps keep information accurate, organized, current, and ready for customer or audit requests. The administrator works with approved information and established processes, escalating questions that require regulatory interpretation to the Regulatory Specialist or Technical Services Manager.

Key Responsibilities

Prepare COA and outgoing documents for all customer orders each day.

• Distribute approved regulatory documents for raw materials, including Safety Data Sheets (SDS), specifications, certificates of analysis, and product statements.
• Help maintain regulatory databases and document-control files, including accurate product records, version control, file naming, and record retention.
• Assist with Entering and updating product information from approved records, such as allergen, GMO, country-of-origin, Prop 65, and TSCA status; flag missing, conflicting, or outdated information.
• Help Collect supplier documents for new raw material approvals and supplier qualifications. Track outstanding items and follow up on missing or expired records.
• Coordinate document requests and information flow with Technical Services, Quality, Sales, Purchasing, and Operations.
• Provide administrative support to the Technical Services Manager and perform other related duties as assigned.

Required

Qualifications & Education Requirments

• High school diploma or equivalent.
• One or more years of administrative, document-control, customer-support, or quality/regulatory support experience; experience in food ingredients, flavors, fragrances, cosmetics, or specialty chemicals is preferred.
• Basic familiarity with FDA, SQF, food-safety, or product-compliance documentation, with the ability to learn processes and terminology.
• Strong attention to detail and the ability to manage a high volume of requests, records, and deadlines.
• Proficiency with Microsoft Word and Excel; experience with SharePoint, document-control systems, or regulatory databases is an advantage.

Preferred

• Associate or bachelor’s degree in a science, business, or related field.
• Experience handling SDS, specifications, certificates of analysis, customer questionnaires, or supplier qualification documents.
• Exposure to Kosher or Halal certification, GHS/OSHA HazCom, FSMA, GMP, SQF, or FSSC 22000 documentation.

Skills and Competencies

• Accuracy: checks names, codes, dates, and document versions before information is shared.
• Organization: keeps multiple requests and records on track and follows up before deadlines or expirations.
• Customer service: communicates clearly and responds promptly to internal and external requests.
• Judgment: follows approved procedures and escalates questions that require regulatory interpretation.
• Communication: works effectively across teams and explains document requirements in clear, practical terms.
• Systems skills: uses office tools and shared document systems confidently while maintaining organized records.

Salary: $50K to 60K

Zing Recruiting is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law. Zing Recruiting is committed to providing equal employment opportunities and maintaining a diverse and inclusive workplace. Reasonable accommodations are available for qualified individuals with disabilities throughout the application and hiring process.

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