Food Safety&Regulatory Compliance Specialist

Food Safety and Regulatory Compliance Specialist

About ColdSnap

ColdSnap® is a rapid freezing appliance that produces single servings of frozen confections and frozen beverages in about 120 seconds from shelf-stable, ambient temperature, ColdSnap pods. Our mission is to transform the way that ice cream and other frozen confections are produced, transported, purchased & consumed. We are a rapidly growing startup based in Billerica, MA that is here to disrupt the cold supply chain while providing commercial settings an appliance that delivers tasty frozen treats in a snap.

Document Control & Regulatory Compliance Specialist

We are seeking a full-time Food Safety & Regulatory Compliance Specialist to join our Food Safety & Quality team at our facility in Billerica, MA. This role is responsible for managing the full lifecycle of food safety and quality documentation for ColdSnap and our co-packing partners — including incoming ingredient supplier documentation such as GFSI certifications, Letters of Guarantee (LOGs), HACCP plans, ingredient specifications, allergen statements, microbiological reports, and nutrition statements. This is a great opportunity for an experienced SQF practitioner, document control or regulatory professional who wants to play a central role in maintaining a food-safe, audit-ready culture at a fast-growing food technology company.

Principal Duties & Responsibilities:

• Document Control Management: Serve as the primary administrator of Certdox (our document control system), managing document intake, routing, approval workflows, version control, and archiving for our SQF system and food safety and quality records.
• Supplier & Ingredient Documentation: Collect, review, and maintain incoming ingredient supplier documentation, including GFSI (SQF/BRC/FSSC22000) certifications, Letters of Guarantee (LOGs), HACCP plans, Kosher certificates, Certificates of Analysis (COAs), ingredient specifications, allergen statements, microbiological reports, and nutrition statements.
• Document Lifecycle Oversight: Track document expiration dates and renewal timelines (certifications, specifications, LOGs, etc.) and proactively follow up with suppliers and co-packers to ensure documentation remains current and audit-ready at all times.
• Co-Packer Coordination: Serve as the point of contact for co-manufacturing/co-packing partners regarding documentation requirements, ensuring their food safety and quality records are complete, compliant, and properly maintained within Certdox.
• Specification Management: Maintain organization of finished product, ingredient, and packaging specifications in coordination with Food Science, Quality, and Procurement teams.
• Regulatory Compliance Support: Support compliance with FDA, USDA, Kosher, NGMO Project, Organic, and other applicable local, state, and federal food safety regulations by ensuring required documentation is accurate, complete, and readily retrievable.
• Audit Readiness: Support the Food Safety team with organizing documentation in advance of internal audits, third-party/GFSI audits, and regulatory inspections; assist with pulling records during audits and closing out any documentation-related findings.
• HACCP & Quality System Documentation: Support with updating HACCP plans, SOPs, GMPs, and other quality system documentation, ensuring all documents reflect current approved processes.
• Allergen & Label Compliance: Maintain allergen statements and support review of ingredient statements and nutrition panels to ensure label and formulation accuracy.
• Inventory & Traceability Support: Support inventory control processes related to raw material and finished good traceability, including maintaining lot code records and leading mock recall/trace exercises.
• Change Control: Manage the change control process for documentation updates, ensuring proper review, approval, and communication when specifications, formulas, or procedures change.
• Cross-Functional Collaboration: Partner with Food Science, Procurement, Production, and Quality Assurance teams to ensure documentation needs are met across the organization.
• Continuous Improvement: Identify opportunities to streamline document control workflows and improve the efficiency and organization of the Certdox system and related processes.

Qualifications:

• 3-5 years of experience in the food industry, with a focus on document control, quality assurance, or regulatory compliance.
• Working knowledge of GFSI schemes (SQF, BRC, FSSC22000 etc.), HACCP, and other food safety/quality management systems.
• Experience reviewing and managing supplier documentation, including LOGs, COAs, specifications, and certifications.
• Familiarity with document control systems (experience with Certdox or similar platforms is a plus).
• Understanding of food labeling requirements, including allergen statements and nutrition panels.
• Strong organizational skills with high attention to detail and the ability to manage a high volume of documentation.
• Ability to track multiple deadlines and renewal timelines simultaneously.
• Excellent written and verbal communication skills, with the ability to work effectively with suppliers and co-packing partners.
• Proficiency with the Microsoft Office suite.
• Self-motivated, detail-oriented, and comfortable working independently as well as cross-functionally.

Experience/Education:

• Bachelor’s degree in Food Science, Quality Assurance, Regulatory Affairs, or a related field preferred; equivalent professional experience will be considered.
• 3-5 years of relevant experience in document control, quality assurance, or regulatory compliance within the food or beverage industry.

Work Environment and Physical Demands:

• This role is primarily desk-based but may require occasional time in the test kitchen, batch room, or warehouse to support inventory and traceability activities.
• Must be willing and able to work on-site full-time at our facility in Billerica, MA.

Additional Considerations:

• Please note that we do not provide relocation assistance, and we prioritize candidates who reside in the local area for this position.
• Please note that ColdSnap does not provide sponsorship for work visas or immigration purposes for this role. We are unable to support applicants in obtaining the necessary work authorization required to work in the US.
• We require candidates to have the legal right to work in the US without the need for sponsorship or visa assistance for all positions. Applicants must be able to provide proof of their work authorization upon request.