Quality Documents Coordinator

Job Description

Job Description

Job Title : Quality Documents Coordinator – Aseptic Dairy

Department : Quality

Classification : Hourly, non-exempt

Reports to : Quality Assurance Manager

Shift Responsibilities : Day shift

OVERVIEW

As the Quality Documents Coordinator, you will own the lifecycle of quality documents and records that keep an aseptic / ESL dairy plant compliant and audit-ready. You will administer controlled documents (SOPs, SSOPs, forms, batch records, aseptic packets), manage change control and periodic reviews, issue and reconcile production records, and maintain training acknowledgments—ensuring the right version is in the right hands, every time. You will partner with QA, Production, Sanitation, Maintenance, and Regulatory to support safe, high-quality ESL and UHT beverages. This position shares responsibility for maintaining Suntado’s food safety, quality and legality program under the BRC / GFSI / PCQI guidelines.

YOU WILL

• Administer the electronic document system (EDMS) and controlled hard copies : numbering, versioning, approvals, effective dates, distribution, and archival.
• Maintain the Master Document Index ; control printing / watermarking and promptly remove / supersede obsolete copies at points of use.
• Coordinate author / reviewer / approver workflows; drive periodic reviews and change control with impact assessments.
• Issue controlled batch records and aseptic packets for production; reconcile / scan completed records and verify ALCOA+ data integrity.
• Manage downtime paperwork when systems are offline (collect, scan, index, and back-enter to EDMS / ERP).
• Maintain the training matrix and read-and-understand acknowledgments for new / revised documents; publish training status to leaders.
• File / retrieve records for deviations / CAPA / NCR , calibrations, sanitation, environmental monitoring, release, and commercial sterility.
• Prepare and run the audit / inspection room (SQF / BRCGS, PMO, FDA / state, customer) : evidence lists, rapid retrieval, and closing packages.
• Support traceability / recall exercises with complete, legible, quickly retrievable records.
• Track and document all Certificates of Destruction (CODs) and logs of destroyed products to ensure regulatory compliance and traceability.
• Track and report document KPIs (on-time reviews, past-due items, training completion, retrieval time); lead simplification / formatting improvements.

Aseptic / UHT documentation focus : SIP / pre-sterilization checklists, UHT time- temperature / holding tube records, sterile-zone differential pressures, HEPA integrity, packaging sterilant validation ( H ₂ O ₂ / UV / heat ) and residuals, container-closure integrity, media fills , commercial sterility holds / releases, and net-content / weight control records.

THE SUCCESSFUL CANDIDATE WILL HAVE

ESSENTIAL DUTIES AND RESPONSIBILITIES

EDUCATION AND / OR EXPERIENCE

Building / managing document libraries , content types, columns / metadata, views, and required fields

QUALIFICATIONS

PHYSICAL DEMANDS

While performing this job, the employee is regularly required to speak and listen. Frequent walking to production areas for issuance / collection ; standing, reaching, and handling documents; occasional lifting / moving of record boxes up to 50 lb . Specific vision abilities include close vision and the ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

COMMITMENT TO ETHICS AND EQUAL EMPLOYMENT OPPORTUNITY

Suntado LLC is firmly committed to conducting business in compliance with the letter and spirit of the law and accepted standards of business conduct. We are proud to be an equal employment opportunity employer. We select, develop, and reward the best person for the job based on the requirements of the work to be performed without regard to race, age, color, religion, sex, creed, national origin, ancestry, citizenship, disability / handicap, marital status, protected veteran status, uniform status, sexual orientation, pregnancy, genetic information, gender identity or expression, or any other basis protected by federal, state, or local law. EEO.

DISCLAIMER :

The preceding position description has been designed to indicate the general nature of work performed; the level of knowledge and skills typically required; and usual working conditions of this position. It is not designed to contain, or be interpreted as, a comprehensive listing of all requirements or responsibilities that may be required by employees in this position.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel as classified.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for their job. Duties, responsibilities, and activities may change at any time with or without notice.