Quality Documentation Specialist

The Food Source International • Exton, PA

3d • Onsite

About The Position

The Quality Documentation Specialist is responsible for reviewing, verifying, and maintaining documentation to ensure compliance with regulatory standards and internal quality practices. This role supports the Quality team by ensuring documentation is accurate, audit-ready, and aligned with customer and regulatory requirements. This position is ideal for someone who is detail-oriented, organized, and interested in building a career in quality, food safety, or regulatory compliance.

Requirements

• Highly organized with strong attention to detail
• Able to manage multiple priorities in a fast-paced environment
• Strong written and verbal communication skills
• Comfortable working independently and making decisions within scope
• Adaptable and open to process changes and continuous improvement
• Team-oriented with a proactive, problem-solving mindset
• Intermediate computer skills required, including proficiency in Microsoft Excel and Microsoft Office Suite (Word, Outlook, PowerPoint)
• All employees are expected to follow company Food Safety, Quality, and Regulatory policies, including: GMP, HACCP, Allergen Control, and SSOP standards
• Accurate documentation and traceability practices
• Participation in audits and recall readiness activities
• Extreme attention to detail required
• Flexibility to support changing assignments and priorities in an independent and reliable fashion
• Proficiency with Microsoft Word, Excel, Outlook and SharePoint is required

Nice To Haves

• Bachelor's degree preferred
• Entry-level candidates encouraged to apply
• Strong writing, organization, and research skills required
• Basic project management skills a plus
• Associates or B.S. in Food Science, chemistry, or related discipline or equivalent experience within the industry preferred.
• 2 years of documentation or administrative working experience preferred.
• Ability to work in a fast-paced environment, good decision-making skills, and willingness to try new things.

Responsibilities

• Review and approve documentation to ensure accuracy, completeness, and compliance
• Prepare and manage Certificates of Analysis (COAs)
• Maintain organized and audit-ready document archives
• Upload and manage documentation within customer systems (e.g., TraceGains, SafetyChain)
• Respond to customer documentation requests in a timely and professional manner
• Support internal and external audits, including traceability exercises and mock recalls
• Identify documentation gaps and drive process improvements
• Collaborate cross-functionally to resolve documentation and compliance issues
• Generate reports and track key quality and compliance metrics
• Serve as backup to the Quality Specialist

Benefits

• Health, Dental, and Vision Insurance
• 401(k) with company match
• Paid Time Off and Paid Holidays
• Tuition Reimbursement
• Wellness and engagement programs

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 11-50 employees