COA & Compliance Administrative Assistant
About The Position
A premier B2B product development and full-scale cannabinoid manufacturer based in Fort Lauderdale, Florida. Powered by a team of industry experts and PhD chemists, the company specializes in producing high-purity isolates, distillates, and bulk extracts using advanced chemistry-based formulations. As a trusted manufacturing partner for top hemp and alternative cannabis brands, we provide complete white-label and private-label solutions. Our specialized services include high-volume, automated vape and disposable filling, precision-dosed edible manufacturing, and custom product development. Driven by innovation and quality, all products are backed by rigorous third-party testing and comprehensive Certificates of Analysis (COAs) to ensure total safety and compliance. We are seeking a COA & Compliance Administrative Assistant to support the Compliance Department. This person owns the Certificate of Analysis (COA) management process, product registration, and all related compliance matters, ensuring every product is registered in its required states and backed by current, accurate COAs. The role centers on managing COA databases, coordinating product registrations, and monitoring regulatory and testing compliance for our hemp-derived products. The ideal candidate is highly organized, detail-oriented, and comfortable working across spreadsheets, documents, and project management tools to always keep compliance records audit-ready.
Requirements
- Advanced with Excel
- Prior administrative, or document-control experience preferred.
- Strong organizational skills with exceptional attention to detail and accuracy.
- Ability to manage multiple deadlines and maintain audit-ready records.
- Clear written and verbal communication for coordinating across teams and with regulatory agencies.
Responsibilities
- COA database management — Maintain and update the COA database for all products on Monday.com, ensuring accurate, complete, and timely record-keeping.
- COA intake and filing — Receive and file COAs upon receipt, link each one to its corresponding product on Monday.com and hand off to the website team for timely submission.
- Retesting oversight — Regularly review products that require retesting and ensure samples are submitted on time so COAs stay current.
- QR code management — Generate and update QR codes for compliance stickers and link each code to the correct COA and lot code.
- Product registration — Register products in states that require it, as well as states requested by the manager, sales director and VP of Sales, and track registration status and renewals.
- Compliance documentation — Prepare and organize compliance records as needed, including Florida Department of Agriculture and Consumer Services (FDACS) reports, embargo letters, permits, and licenses.
- Compliance charts — Build and maintain up-to-date compliance charts and trackers.
- Regulatory research — Research testing and registration requirements nationwide and flag changes that affect our products.
- Analytical support — Provide general compliance support to the Analytical and Compliance department.
- Handle any other compliance-related matters as they arise
Benefits
- Competitive pay at $27.50 per hour
- Stable, in-person work environment
- Opportunity to gain experience in compliance and business operations
- Collaborative and supportive team culture
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
