Administrative Assistant

Administrative Assistant Customer Quality & Regulatory

The Customer Quality & Regulatory Administrative Assistant supports the Quality Governance & Regulatory function in the day-to-day execution of quality system activities and customer-facing documentation. This role is primarily administrative and coordinative, ensuring that quality and regulatory documentation is accurate, well-organized, and completed on time while working under direct guidance in a regulated environment.

Responsibilities

• Support the Quality Governance & Regulatory function in the daily execution of quality system activities and customer-facing documentation.
• Assist with the initiation, coordination, and tracking of third-party laboratory testing for internal quality assurance programs and customer-mandated testing.
• Monitor the progress of laboratory testing to ensure deliverables meet required timelines and quality standards.
• Communicate with external laboratories regarding testing timelines and documentation needs, as directed by the manager.
• Escalate potential delays, risks, or documentation gaps to the manager in a timely and structured manner.
• Maintain accurate, organized, and up-to-date controlled documents such as test request forms (TRFs), certificates of analysis (COAs), and test reports.
• Use Excel to track test status, documentation completion, and deadlines across multiple projects and programs.
• Manage Word documents and prepare professional correspondence and reports to support quality and regulatory activities.
• Handle Outlook communications professionally, including coordinating with internal stakeholders and external laboratories.
• Coordinate and follow up with external vendors or laboratories to track deliverables against agreed timelines.
• Support the use of quality management systems (QMS) or tracking databases by entering and updating relevant data, as applicable.
• Contribute to quality control and regulatory documentation workflows by ensuring consistency, completeness, and compliance with internal procedures.
• Assist with inbound calls related to quality, regulatory, or documentation inquiries and route them appropriately.
• Collaborate closely with the manager and broader team to support ongoing quality, regulatory, and compliance initiatives.
• Demonstrate a proactive approach to identifying issues, proposing solutions, and maintaining high standards of documentation accuracy.

Essential Skills

• 23 years of experience using Excel and Microsoft Office, including strong working knowledge of Excel for tracking test status, documentation, and deadlines.
• Proficiency with Microsoft Word for managing documents and Microsoft Outlook for professional communications.
• 23 years of experience in quality assurance, regulatory affairs, or a related role within a regulated environment such as food and beverage, chemical, manufacturing, or similar industries.
• Proven ability to manage controlled documents such as TRFs, COAs, and test reports with high attention to detail and accuracy.
• Experience coordinating with external vendors or laboratories and tracking deliverables against timelines.
• Strong organizational skills with the ability to manage multiple deadlines and competing priorities.
• Professional written and verbal communication skills suitable for internal and external stakeholders.
• Proactive mindset with strong attention to detail and a commitment to documentation accuracy.
• Experience working in a regulated environment and understanding of quality or regulatory expectations.

Additional Skills & Qualifications

• Associate's degree in a related field preferred, or equivalent work experience.
• Familiarity with third-party laboratory testing workflows and processes.
• Experience escalating risks or delays within a structured quality system.
• Exposure to quality management systems (QMS) or tracking databases.
• Experience in environments that follow GMP, quality control, or similar compliance frameworks.
• Comfort handling inbound calls related to quality and regulatory topics.
• Ability to work effectively under direct manager oversight while building independence over time.
• Interest in developing a long-term career in quality assurance or regulatory affairs.

Why Work Here?

This opportunity offers a stable, long-term role with strong benefits and direct exposure to quality and regulatory operations within a regulated environment. Employees receive a robust benefits package that includes 100% employer-paid medical and dental coverage for employees, generous family contributions, 401(k) matching, disability coverage, and paid time off. The position provides hands-on experience working closely with leadership, creating clear pathways for growth within quality and regulatory career tracks while maintaining a healthy work-life balance through standard business hours.

Work Environment

This is an onsite, office-based role in a professional, structured, and air-conditioned setting. The position follows standard business hours, Monday through Friday from 8:00 a.m. to 5:00 p.m., supporting predictable schedules and work-life balance. You will work closely with a direct manager and collaborate with a broader team in a supportive, coordinated environment that emphasizes accuracy, compliance, and clear communication. The role relies on daily use of Microsoft Office tools and interaction with external laboratories and internal stakeholders in a modern office environment.

Job Type & Location

This is a Permanent position based out of Pompano Beach, FL.

Pay and Benefits

The pay range for this position is $48000.00 - $50000.00/yr.

100% Medical for employee and 75% for their family 100 % Dental Insurance for employee and 75% for their family 75% Vision for employee and family 401K match up to 5% 100% Short Term Disability Insurance 100% Long Term Disability Insurance $10,000 Life Insurance 80 hours paid vacations per year 12 paid holidays per year 3 paid sick days per year 2 paid personal days per year

Workplace Type

This is a fully onsite position in Pompano Beach, FL.

Application Deadline

This position is anticipated to close on Jun 13, 2026.