Document Control Specialist

Job: Document Control Specialist

Organization: Willamette Valley Pie Company

Primary Location: Silverton, Oregon

Classification: Hybrid

Reports to: Sr. Quality Assurance Manager

Date : 3/3/25

About Us:

Willamette Valley Pie Company can be described as a 25-year-old startup! All the fun of an entrepreneurial startup with the stability of an established, family owned, company based in the heart of the Willamette Valley of Oregon! In 1999 our founder Gerald Roth started freezing berries that had been grown on his multi-generational family farm. Shortly thereafter, Willamette Valley Pie Company was formed. We quickly expanded from fruit processing to pie manufacturing and now a full line of premium, scratch made, all-natural desserts. WVPC is rapidly expanding nationwide as a premium private label and branded pie/dessert manufacturer!

Our Company Values & Culture:

• Family First: We make a way for you to be there when it counts. Don’t miss the baseball game, the school play or your anniversary- we all help each other keep priorities straight!
• GRIT: We rest at the end, not in the middle. If you are looking for an easy role, please don’t apply. Everyone here grinds and pushes the limit on what’s possible.
• Growth: Failure happens, own it and grow. We make big decisions and move quickly, sometimes that means we miss. But we always fail forwards and find the way to grow.
• Buy-In: Everyone that’s here, wants to be here. We believe high performers like to be surrounded by other high performers and if they are, they will stick around. So, we built our team that way.

Summary:

The Document Control Specialist at a WVPC involves responsibilities such as organizing supplier information, coordinating with suppliers for updated specifications, managing ingredient reviews, and finished product specification updates. Key skills required for this role include attention to detail, strong communication abilities, and excellent organizational skills. Candidates should possess analytical skills to assess quality assurance processes and be proficient in relevant software tools, like SafetyChain.

What You’ll Do:

At the direction of the Sr. Quality Assurance Manager:

- Maintain and organize comprehensive supplier information to ensure easy access and accuracy.
- Communicate with suppliers to request updated specifications and ensure compliance with industry standards.
- Assign expiration dates and conduct periodic reviews of ingredient specifications to uphold product quality.
- Control and standardize nomenclature across documentation to maintain consistency.
- Oversee label updates to ensure compliance with regulatory requirements and accuracy in product information.
- Implement and update specifications in response to process changes, ensuring all documentation reflects current practices.
- Manage policy changes and updates to ensure compliance and operational efficiency.
- Handle documentation requests and ensure timely responses to internal and external stakeholders.
- Update Bills of Materials (BOM) as necessary to reflect accurate ingredient and component listings.
- Save and organize Delivery Certificates of Analysis (COA) for quality assurance purposes.
- Assign SafetyChain document links for easy access and tracking of quality management documentation.
- Participate in special projects aimed at enhancing quality assurance processes and systems.
- Create and maintain QA manuals and SafetyChain manuals to ensure standardized practices across the organization.

Equipment used:

PC, Cell Phone.

Skills, Requirements and Minimum Education Level

We are seeking a detail-oriented and organized Document Control Specialist to join our team at WVPC to aid in accurately documenting changes in our fast-past business. The ideal candidate will play a crucial role in ensuring the quality and safety of our products by managing supplier information, specifications, and documentation processes. This will also include the management and ownership of the compliance date management system. Experience in compliance software is preferred, but not necessary. The candidate should have a high computer acumen to be successful.

Key Responsibilities:

- Maintain and organize comprehensive supplier information to ensure easy access and accuracy.
- Communicate with suppliers to request updated specifications and ensure compliance with industry standards.

- Ownership of the compliance software program.
- Assign expiration dates and conduct periodic reviews of ingredient specifications to uphold product quality.

- Navigate and update the ERP system.

- Manage permissions on SharePoint and SafetyChain.
- Control and standardize nomenclature across documentation to maintain consistency.
- Oversee label updates to ensure compliance with regulatory requirements and accuracy in product information.

- Report on Key Performance Indicators to the Sr. QA Manager.
- Implement and update specifications in response to process changes, ensuring all documentation reflects current practices.
- Manage documentation of policy changes and updates to ensure compliance.

- Handle documentation requests and ensure timely responses to internal and external stakeholders.
- Update Bills of Materials (BOM) as necessary to reflect accurate ingredient and component listings.
- Save and organize Delivery Certificates of Analysis (COA) for quality assurance purposes.
- Assign SafetyChain document links for easy access and tracking of quality management documentation.
- Participate in special projects aimed at enhancing quality assurance processes and systems.
- Create and maintain QA manuals and SafetyChain manuals to ensure standardized practices across the organization.

The Document Control Specialist will be instrumental in supporting our commitment to product excellence and safety, making this an exciting opportunity for professionals passionate about quality assurance in the food manufacturing industry.

Skills Needed:

1. Attention to Detail: Ability to meticulously review and organize supplier information, specifications, and documentation to ensure accuracy and compliance.

2. Communication Skills: Strong verbal and written communication skills to effectively liaise with suppliers, internal teams, and stakeholders for updates and clarifications.

3. Organizational Skills: Excellent organizational abilities to manage multiple tasks, deadlines, and documentation with efficiency.

4. Technical Proficiency: Familiarity with quality assurance software and tools, such as SafetyChain, and Microsoft Office Suite (especially Excel) for data management and reporting.

5. Problem-Solving Skills: Ability to proactively identify issues and implement solutions related to quality assurance processes and documentation.

6. Knowledge of Food Safety Standards: Understanding of food safety regulations and quality assurance practices specific to food manufacturing, particularly in the frozen food sector.

7. Team Collaboration: Strong interpersonal skills to work effectively within a team and cross-functionally, fostering a collaborative environment.

8. Adaptability: Flexibility to adapt to changing regulations, processes, and company policies while maintaining a focus on quality assurance.

Additional requirements

SafetyChain (or other compliance management software knowledge is preferred, but not required.

Benefits

We pride ourselves in providing an employee-friendly work environment that includes:

• Employer supported medical plan for employees and their dependents.
• Paid sick time
• Vacation time
• 401K retirement savings plan
• 6 Company paid holidays
• 25% employee discount at retail store
• Consistent Monday-Friday schedule

Shift available

This is a Monday-Friday position, with possible weekend work during busiest times of the year leading up to Thanksgiving.

Physical Demands

• Lifting/carry/pushing/pulling 25-75lbs regularly.
• Ability to stand for full 8 hour shifts.

Disclaimer

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

Job Type: Full-time

Pay: $65,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Evening shift
• Monday to Friday
• Weekends as needed

Work Location: Hybrid remote in Silverton, OR 97381

Salary : $65,000 - $75,000