Document Control Specialist

About the Company -Founded in 1964, Kari-Out Company prides itself on being built up from the ground floor with an entrepreneurial spirit towards the growing food service industry. After gaining a strong position in our condiment lines, the company has expanded to virtually all areas of the food service industry. Today, Kari-Out Company employs over 450 people and has locations throughout the country. It is a privately held business that has a unique culture of customer service and entrepreneurship. The company is recognized for their broad assortment of quality products and commitment to customer focused solutions and service.

About the Role - The Document Control Specialist will be responsible for implementing and maintaining document control procedures, organizing, storing, and retrieving both physical and electronic documents. They will manage version control and approvals, archive and dispose of documents according to retention policies, and handle Document Change Control (DCO) for all new, obsolete, and revised documents. Additionally, they will use supplier management software to ensure documentation is current and upload into the electronic portal, maintain employee training records utilizing software, and ensure compliance with relevant regulations and standards. They will also assist with the preparation, review, and submission of regulatory filings and notifications, review product labels and marketing materials for regulatory compliance, and stay updated on regulatory changes and industry best practices. Furthermore, they will communicate complex regulatory issues to various audiences, participate in internal or external audits, collaborate with cross-functional teams, and train and assist employees in using document control systems and procedures.

Responsibilities -

• Implement and maintain document control procedures
• Organize, store, and retrieve documents, both physical and electronic
• Manage version control and approvals
• Archive and dispose of documents according to retention policies
• Document Change Control (DCO) for all “New” – “Obsolete” – “Revised” documents
• Use of supplier management software to ensure status is current and all documentation is uploaded into the electronic portal (Tracegains)
• Employee Training Records utilizing software (Alchemy)
• Ensure compliance with relevant regulations and standards (e.g., FDA, FSVP, cGMP, international guidelines)
• Use of supplier management software to ensure status is current and all documentation is uploaded in the electronic portal
• Assist with the preparation, review, and submission of regulatory filings and notifications
• Review product labels and marketing materials for regulatory compliance
• Stay updated on regulatory changes and industry best practices
• Communicating complex regulatory issues to various audiences
• Participating in internal or external audits on occasion
• Collaborate with cross-functional teams (e.g., R&D, Quality, Operations)
• Train and assist employees in using document control systems and procedures
• Responsible for scanning paper documents and managing digital scans
• Responsible for creating templates for use by other personnel
• Responsible for handling records across various departments as required
• Establish and develop partnership relationships with domestic and international, Internal procurement team(s), Material supplier(s)
• Gather, interpret, and document relevant data per supplier to the enterprise ensuring full compliance
• Attain a high competence level in the continuing development, personal skills, lean process techniques and problem-solving skills on a daily basis
• Solid understanding of current regulatory requirements that is associated with Food Consumable, Food Contact Packaging (paper, board, and plastics), Cosmetics (OTC) (wipes)
• Process suppliers change notifications by coordinating cross-functional impact assessment
• Specification, Recall, FDA / regulatory (food / drug)
• Assist in monitoring internal/external documentation to identify opportunities for improvement and anticipate changes that will impact the business
• Assist in development of the proper framework for each supplier (foreign and domestic) within the supply chain
• This role is a multi-site position (3 manufacturing sites) that share very similar programs

Qualifications -

• Bachelor’s degree or Certifications preferred relevant to the position (supply chain, industrial management, etc.). Will accept candidates with relevant background and understanding of operations/manufacturing experience (minimum 5 years)

Required Skills

• Supplier communication and Food Safety experience helpful
• Understanding of current requirements for Supplier Approval Programs and the necessary documentation required under GFSI (SQF) / FSMA / Foreign Supplier Vendor Program certification, Etc.
• Working knowledge and systematized approach in ERP systems (D365, SAP, Oracle, JDE, etc)
• Document Control/Compliance Software (Traqtion, Repositrak, Tracegains, Redline etc.)
• Excellent communication skills
• Confident with challenges in fast-paced environment (problem solving, analytical and multi-tasking capabilities
• Notary certified preferred (but not required)

Preferred Skills

• Weekend work as required
• General office environment
• Operations floor on occasion – Requires adhering to all safety PPE
• Occasional travel to other sites