Quality Compliance Specialist

Reports to: Quality Assurance Manager Scope: Supports both De Silva Brothers & Company and GP De Silva Spices, Inc. Status: Full-time, non-exempt (hourly, overtime eligible) Pay scale: $31.00 – $37.00 per hour About the role We run two food businesses out of one campus. De Silva Brothers & Company is an SQF-certified blending and co-packing operation. GP De Silva Spices is a wholesale importer and distributor of dried chiles, spices, herbs, grains and seeds, and serves as FSVP importer of record for product sourced from Mexico, Peru, India, China and Nigeria. Both run on documentation. Supplier files, customer specifications, controlled SOPs, training records, lab results, audit packets — if the paper isn't right, the product doesn't ship and the audit doesn't pass. This role owns that paper. You will be the person who knows, at any moment, which supplier certificates are current, which customer portals need updating, which SOPs are due for review, and which lab results are still outstanding. When an auditor, a customer, or the FDA asks for a record, you produce it the same day. This is a systems and records role, not a floor QA role. Product disposition, CCP decisions, and supplier approval authority rest with the QA Manager. You build and defend the documentation those decisions stand on. What you'll own Supplier documentation and approval records Request, collect, review for completeness, and file all required supplier documents for both entities Track expiration dates and drive renewals on a standing cadence (60- and 30-day notice), escalating non-responsive suppliers to QA and Purchasing Maintain the Approved Supplier List for both entities and keep it reconciled with purchasing records Manage the full document set: supplier questionnaires, GFSI certificates (SQF, BRCGS, FSSC 22000) and audit reports, continuing guaranties and letters of guarantee, allergen and sesame declarations, specifications, COAs (micro, heavy metals, mycotoxin, pesticide), country-of-origin and traceability records, Prop 65 statements, kosher and organic certifications, FDA registration numbers, insurance certificates and W-9s Verify that incoming lots arrive with required documentation before release; flag gaps to QA and Receiving Maintain FSVP supporting records under the direction of the QA Manager Customer and co-pack documentation Complete customer specification forms, quality questionnaires, and vendor qualification packets Maintain company profiles and document uploads in customer compliance portals (ReposiTrak, TraceGains, FoodLogiQ and similar) Issue company letters of guarantee, allergen statements, Prop 65 statements, and claim documentation to customers Serve as the first point of contact for routine customer documentation requests Internal document control Administer the controlled document system: version control, issuance, revision history, and retrieval of obsolete copies Maintain the annual SOP and policy review calendar and prompt document owners ahead of due dates Administer training records — GMP, food safety, allergen, and new-hire onboarding — and track refresher due dates Lab and testing coordination Schedule third-party lab submissions and maintain sample chain-of-custody records Track results against specification and escalate out-of-spec findings immediately to the QA Manager Maintain the testing calendar and environmental monitoring records Audit, certification, and program administration Prepare documentation packets and coordinate logistics for SQF audits, customer audits, kosher inspections, and FDA inspections Schedule internal audits and track findings and corrective actions to closure Administer mock recall and traceability exercises and compile the results Maintain the CAPA log, supplier nonconformance log, and customer complaint log Manage kosher ingredient submissions and annual certification renewals Regulatory monitoring Monitor FDA import alerts, refusal reports, and recall notices against the active supplier list and current inventory; escalate hits to QA and Purchasing What success looks like 90 days: You know both supplier lists cold, have audited every file, and delivered a gap report showing what's missing or expired. 6 months: No expired documents on active suppliers. Renewals go out on schedule without prompting. Customer documentation requests are answered same-day. 12 months: Documentation is a non-issue in the SQF audit. Any record — supplier, customer, training, or lab — can be produced on request within the hour. Required qualifications 2–4 years in food industry quality assurance, document control, regulatory compliance, or supplier management Working familiarity with HACCP, GMPs, and FSMA, and the ability to learn SQF and FSVP recordkeeping requirements quickly Strong Excel skills (filtering, lookups, tracking logs) and comfort with document management systems and web-based customer portals Exceptional attention to detail and follow-through; able to manage hundreds of open items without losing track Professional persistence — comfortable following up repeatedly with suppliers and customers who don't respond Clear written communication for correspondence with domestic and international suppliers and with customer quality teams Preferred qualifications HACCP and/or PCQI certification Direct experience with SQF Edition 9, FSVP, or supplier approval programs Experience with customer compliance portals such as ReposiTrak, TraceGains, or FoodLogiQ Background in spices, botanicals, dried produce, or other high-risk imported ingredients Experience preparing for or participating in third-party audits or FDA inspections Reports to: Quality Assurance Manager Scope: Supports both De Silva Brothers & Company and GP De Silva Spices, Inc. Status: Full-time, non-exempt (hourly, overtime eligible) Pay scale: $31.00 – $37.00 per hour About the role We run two food businesses out of one campus. De Silva Brothers & Company is an SQF-certified blending and co-packing operation. GP De Silva Spices is a wholesale importer and distributor of dried chiles, spices, herbs, grains and seeds, and serves as FSVP importer of record for product sourced from Mexico, Peru, India, China and Nigeria. Both run on documentation. Supplier files, customer specifications, controlled SOPs, training records, lab results, audit packets — if the paper isn't right, the product doesn't ship and the audit doesn't pass. This role owns that paper. You will be the person who knows, at any moment, which supplier certificates are current, which customer portals need updating, which SOPs are due for review, and which lab results are still outstanding. When an auditor, a customer, or the FDA asks for a record, you produce it the same day. This is a systems and records role, not a floor QA role. Product disposition, CCP decisions, and supplier approval authority rest with the QA Manager. You build and defend the documentation those decisions stand on. What you'll own Supplier documentation and approval records Request, collect, review for completeness, and file all required supplier documents for both entities Track expiration dates and drive renewals on a standing cadence (60- and 30-day notice), escalating non-responsive suppliers to QA and Purchasing Maintain the Approved Supplier List for both entities and keep it reconciled with purchasing records Manage the full document set: supplier questionnaires, GFSI certificates (SQF, BRCGS, FSSC 22000) and audit reports, continuing guaranties and letters of guarantee, allergen and sesame declarations, specifications, COAs (micro, heavy metals, mycotoxin, pesticide), country-of-origin and traceability records, Prop 65 statements, kosher and organic certifications, FDA registration numbers, insurance certificates and W-9s Verify that incoming lots arrive with required documentation before release; flag gaps to QA and Receiving Maintain FSVP supporting records under the direction of the QA Manager Customer and co-pack documentation Complete customer specification forms, quality questionnaires, and vendor qualification packets Maintain company profiles and document uploads in customer compliance portals (ReposiTrak, TraceGains, FoodLogiQ and similar) Issue company letters of guarantee, allergen statements, Prop 65 statements, and claim documentation to customers Serve as the first point of contact for routine customer documentation requests Internal document control Administer the controlled document system: version control, issuance, revision history, and retrieval of obsolete copies Maintain the annual SOP and policy review calendar and prompt document owners ahead of due dates Administer training records — GMP, food safety, allergen, and new-hire onboarding — and track refresher due dates Lab and testing coordination Schedule third-party lab submissions and maintain sample chain-of-custody records Track results against specification and escalate out-of-spec findings immediately to the QA Manager Maintain the testing calendar and environmental monitoring records Audit, certification, and program administration Prepare documentation packets and coordinate logistics for SQF audits, customer audits, kosher inspections, and FDA inspections Schedule internal audits and track findings and corrective actions to closure Administer mock recall and traceability exercises and compile the results Maintain the CAPA log, supplier nonconformance log, and customer complaint log Manage kosher ingredient submissions and annual certification renewals Regulatory monitoring Monitor FDA import alerts, refusal reports, and recall notices against the active supplier list and current inventory; escalate hits to QA and Purchasing What success looks like 90 days: You know both supplier lists cold, have audited every file, and delivered a gap report showing what's missing or expired. 6 months: No expired documents on active suppliers. Renewals go out on schedule without prompting. Customer documentation requests are answered same-day. 12 months: Documentation is a non-issue in the SQF audit. Any record — supplier, customer, training, or lab — can be produced on request within the hour. Required qualifications 2–4 years in food industry quality assurance, document control, regulatory compliance, or supplier management Working familiarity with HACCP, GMPs, and FSMA, and the ability to learn SQF and FSVP recordkeeping requirements quickly Strong Excel skills (filtering, lookups, tracking logs) and comfort with document management systems and web-based customer portals Exceptional attention to detail and follow-through; able to manage hundreds of open items without losing track Professional persistence — comfortable following up repeatedly with suppliers and customers who don't respond Clear written communication for correspondence with domestic and international suppliers and with customer quality teams G.P De Silva Spices & De Silva Brothers and Company #J-18808-Ljbffr