Coordinator, Quality Documentation

Voyant Beauty • Holmdel, NJ

3d

About The Position

The Quality Documentation Coordinator is responsible for managing controlled quality documentation—both electronic and physical—within a cGMP-regulated environment. This role ensures timely processing, tracking, archiving, and retrieval of critical records, including batch records, test sheets, Certificates of Analysis, and internal specifications. The position serves as a key liaison between quality, production, subcontractors, and fulfillment partners, ensuring document integrity and compliance. The role requires a high level of attention to detail, confidentiality, and organizational skill.

Requirements

• High School Diploma or GED (Required)
• 1-3 years of relevant experience in documentation, manufacturing, or quality assurance (preferably in a cGMP-regulated environment)
• Accurately manage, track, and verify documentation with precision (High proficiency)
• Ability to read, write, and speak clearly and professionally in English (Medium proficiency)
• Proficiency in Microsoft Office (Word, Excel, Outlook); experience with document management systems or ERP platforms (e.g., MAX, Access) (High proficiency)
• Manage multiple document workflows and prioritize tasks efficiently (High proficiency)
• Identify document control issues, propose improvements, and implement actions (Medium proficiency)
• Handle sensitive quality and customer documentation discreetly (High proficiency)
• Familiarity with current Good Manufacturing Practices (Low proficiency)

Nice To Haves

• Associate's Degree or coursework in Quality, Business, or Science (Preferred)

Responsibilities

• Manage the flow, routing, logging, and archiving of internal and external controlled documents, document filing systems and retrieve records for departments/customers as needed.
• Complete batch reconciliations and review BOMs
• Coordinate shipment of first production samples to customers for approval and prepare documentation for outgoing Quality shipments (e.g., FedEx/UPS).
• Release, hold finished goods in Access or related ERP systems. Ensure accurate documentation and traceability.
• Track, maintain, and distribute documents from or to customers.
• Assist with preparation of quality issue reports. Maintain safety books and ensure compliance with safety and cGMP standards.
• Maintain confidentiality while interacting across all levels of the organization
• Identify and act on documentation-related issues and implement solutions
• Assist with audits and inspections by providing requested documents
• Some duties may vary slightly by location

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED