Document Control Specialist

Vets Plus, Inc. • Menomonie, WI

28d • Onsite

About The Position

The Document Control Specialist is responsible for the administration, maintenance, and continuous improvement of the company's document control and records management systems. This position ensures that all quality, food safety, regulatory, operational, and training documents are reviewed, approved, distributed, revised, archived, and retained in accordance with company policies, FDA regulations, SQF requirements, and applicable customer standards. The Document Control Specialist serves as the central coordinator for controlled documents and records, ensuring employees have access to current approved versions while preventing the unintended use of obsolete documents. This role supports compliance with 21 CFR Part 507, SQF Food Safety Code, AAFCO requirements, and other regulatory and certification standards applicable to pet food manufacturing.

Requirements

• Associates degree with 7 years’ experience in food safety and quality in a manufacturing facility OR An equivalent combination of education, training, and relevant work experience that provides the required knowledge, skills, and abilities
• 5+ years of document control, records management, quality assurance, or administrative experience.
• Strong problem-solving, documentation, and communication skills
• Ability to travel between manufacturing locations is needed.
• Strong understanding of document control principles.
• Knowledge of regulated quality management systems.
• Familiarity with SQF and food safety management systems.
• Understanding of FDA recordkeeping requirements.
• Exceptional organizational and time management skills.
• High attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.
• Proficiency with Microsoft Office Suite and document management software.
• Ability to maintain confidentiality of company records and information.

Nice To Haves

• Bachelor's degree in Food Science, Life Science, Quality Assurance, Business Administration, Regulatory Affairs, or related discipline.
• 5+ years of progressive food safety and quality experience in a manufacturing facility.
• HACCP and/or Preventive Controls Certification.
• GFSI Scheme experience, preferably SQF.
• Working knowledge of pet food and/or animal feed regulations (FDA, AAFCO, NASC).
• Intermediate Proficiency with MS 360 (MS Office or Google equivalent).

Responsibilities

• Maintain the company's document control system for policies, procedures, work instructions, forms, specifications, and records.
• Assign document numbers, revision levels, and effective dates.
• Ensure all controlled documents follow established approval workflows.
• Maintain master document lists and document inventories.
• Ensure only current approved documents are available at points of use.
• Remove and archive obsolete documents in accordance with retention requirements.
• Coordinate document revisions and change requests.
• Verify that document changes have been reviewed and approved by appropriate personnel.
• Track revision histories and maintain document change logs.
• Communicate document changes to affected departments.
• Manage retention, storage, retrieval, and disposition of quality and food safety records.
• Ensure records are complete, legible, accurate, and readily retrievable.
• Maintain electronic and hard-copy filing systems.
• Support record retention requirements established by regulatory agencies, certification bodies, and company policies.
• Provide requested documentation during FDA inspections, SQF audits, customer audits, and third-party assessments.
• Ensure audit-ready documentation is readily available.
• Assist with corrective actions related to document control findings.
• Maintain training records and competency documentation.
• Ensure training records accurately reflect employee qualifications and required certifications.
• Support onboarding and annual training programs.
• Administer electronic quality management systems (EQMS) when applicable.
• Manage user permissions and document access controls.
• Support system improvements and process automation initiatives.
• Identify opportunities to improve document control efficiency.
• Recommend process enhancements to reduce document errors and improve compliance.
• Participate in quality improvement and food safety initiatives.
• Adhere to all company safety policies and procedures; actively support a safe and healthy work environment.
• Follow all Food Safety and Good Manufacturing Practices (GMP) standards to ensure product quality, integrity, and compliance with regulatory requirements.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree