Regulatory Document Coordinator

Position Summary and Purpose:

The Regulatory Document Coordinator is part of our Regulatory department. This position ensures the accuracy, integrity, and accessibility of regulatory and customer-facing documents. The Regulatory Document Coordinator will manage documentation processes, support customer inquiries, and maintain compliance with industry standards.

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Communicate with vendors to request necessary regulatory documentation, ensuring timely and accurate delivery.
• Conduct reviews of submitted documents to ensure completeness and accuracy.
• Report any discrepancies or missing information to the appropriate vendor for resolutions.
• Oversee the organization and maintenance of vendor regulatory documents in the document management system.
• Adhere to a structured document control system to ensure consistent and secure access to required information.
• Assist in preparing, reviewing, and updating regulatory documentation in alignment with requirements.
• Coordinate with internal departments, including R&D, Quality Assurance, and Production, to gather and verify documentation for customer use.
• Assist with periodic audits of documentation to ensure alignment with internal and external regulatory standards (kosher, organic, etc.).
• Monitor and track document customer requests.
• Provide general administrative support to the Regulatory department.
• Additional duties as assigned.

Required Skills and Abilities:

• Ability to effectively communicate with all colleagues, levels of management, vendors, and customers.
• Exceptional attention to detail and organizational skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) or similar tools.
• Capacity to prioritize tasks and work efficiently in a dynamic environment.

Physical Demands:

The physical responsibilities described here must be met by an employee to successfully perform the essential functions of this job.

• While performing the duties of this job, the employee is frequently required to sit, stand, bend, as well as talk and hear. Specific vision abilities required by this job include close vision. Must be able to regularly use hands to handle or feel objects, tools, or controls, reach with hands and arms, and climb stairs. The position requires the ability to occasionally lift, push, or pull office equipment and supplies up to 25 pounds.

Working conditions:

• The position works in an office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. The noise level in the work environment is typically quiet.

Position Type / Expected Hours of Work

• This is a full-time position, typically working remotely Monday and Friday while working onsite Tuesday through Thursday. Standard days and hours of work are Monday - Friday, 8:00 am – 4:30 pm.

Education and Experience:

• High school diploma or equivalent required; Associate degree or relevant coursework in business, regulatory affairs, or related field preferred.
• Prior work experience in document control, regulatory compliance, or an administrative role within the food or flavor manufacturing industry preferred.
• Knowledge of GMP, HACCP, GFSI guidelines is preferred.