Document Review Specialist

Job Description

Job Description:\n\nDescription: Position Title: Document Review Specialist Reports To: Sr. Quality Manager FLSA Status: Non-exempt Job Grade: 3 Pay Range: $24.50-$35.00 Date Revised: June 2026 Position Overview: The Document Reviewer Specialist is responsible for the timely review, verification, reconciliation, control, and administration of production, processing, quality, and regulatory documentation within Cayuga Milk's aseptic, ESL, and dairy ingredient manufacturing operations. This role serves as a critical member of the Quality Assurance team by ensuring all manufacturing and quality records are complete, accurate, compliant, and audit-ready prior to final quality review and product release. Working closely with Production, Quality Assurance, Food Safety, Engineering, Maintenance, Laboratory, and Sanitation teams, the Document Reviewer Specialist maintains the integrity of the Quality Management System (QMS) through effective document control, batch record review, electronic records management, and regulatory compliance. This position supports compliance with FDA regulations, Grade "A" Pasteurized Milk Ordinance (PMO), Low Acid Canned Food (LACF) regulations (21 CFR Part 113), SQF Food Safety Code, HACCP, FSMA, GMPs, and company quality standards. The Document Reviewer Specialist performs the detailed review and reconciliation of documentation; however, final product disposition and release authority remains with the Document Control Specialist, Quality Manager, or other designated Quality leadership. Essential Duties & Responsibilities Production Record Review & VerificationReview Batch Production Records (BPRs), manufacturing records, packaging records, sanitation documentation, laboratory records, and quality documentation for completeness, accuracy, legibility, and compliance. Verify production documentation prior to product release review. Confirm all required signatures, initials, dates, timestamps, and verification activities are properly completed. Verify critical process parameters including: Time Temperature Pressure Flow rates Hold tube performance Scheduled process requirements Review aseptic processing documentation for compliance with FDA Low Acid Canned Food (21 CFR Part 113) regulations and Process Authority requirements. Compare production documentation against approved Master Manufacturing Records, scheduled processes, formulas, specifications, and work instructions. Identify missing documentation, calculation errors, omissions, deviations, or inconsistencies requiring correction. Collaborate with Production and QA personnel to resolve documentation discrepancies before records are finalized. Prepare complete documentation packages for Quality review prior to product disposition. Document Control AdministrationMaintain the company's controlled document management system. Prepare, proofread, format, and process controlled documents. Maintain revision histories and document version control. Maintain Master Document Lists. Issue controlled documents throughout manufacturing departments. Remove obsolete documentation from circulation. Maintain document retention in accordance with company policy and regulatory requirements. Scan, file, organize, archive, and retrieve electronic and paper records. Support implementation and maintenance of Electronic Document Management Systems (EDMS). Ensure documents remain secure, confidential, and readily retrievable. Quality Records Management Maintain and review quality documentation including but not limited to:Batch Production Records Aseptic processing records Thermal processing records Laboratory testing records Environmental monitoring records Calibration records Preventive maintenance records Sanitation records CCP monitoring records HACCP records CAPA documentation Internal audit documentation Supplier approval records Product specifications Ingredient specifications Process Authority documentation Employee training records Validation and verification documentation Ensure all records are complete, accurate, legible, and retained according to company procedures. Regulatory Compliance Support compliance with:FDA Food Safety regulations 21 CFR Part 113 (Low Acid Canned Foods) Grade "A" Pasteurized Milk Ordinance (PMO) HACCP FSMA Current Good Manufacturing Practices (cGMPs) SQF Food Safety Code USDA requirements State regulatory agencies Customer-specific quality requirements Good Documentation Practices (GDP) ALCOA+ documentation principles Audit Support Provide documentation support during:SQF Certification Audits FDA inspections USDA inspections State regulatory inspections Customer audits Internal audits Third-party certification audits Responsibilities include:Retrieving requested documentation Preparing audit files Organizing production records Reconciling documentation Supporting corrective action documentation Assisting with audit responses Ensuring records are inspection-ready Continuous ImprovementTrack recurring documentation errors and trends. Recommend improvements to document control processes. Assist with development of standardized forms and templates. Support operator retraining through documentation trend analysis. Participate in continuous improvement initiatives related to documentation accuracy and compliance. Assist with implementation of electronic quality systems. Support special Quality and Operations projects. Cross-Functional Collaboration Work closely with:Production Quality Assurance Food Safety Laboratory Engineering Maintenance Sanitation Supply Chain Operations Leadership to resolve documentation issues, investigate deviations, and improve documentation quality. Qualifications Education RequiredAssociate's degree in Food Science, Quality Assurance, Business Administration, Manufacturing Technology, or a related field. PreferredBachelor's degree in Food Science, Dairy Science, Quality Systems, Business Administration, or related discipline. Equivalent combinations of education and experience may be considered. Experience Required:Minimum 2–3 years of experience in document control, quality assurance, manufacturing documentation, records management, or regulated manufacturing. Preferred:Dairy manufacturing experience. Aseptic processing experience. Food manufacturing experience. Electronic Quality Management Systems (eQMS/EDMS). FDA-regulated manufacturing. Batch record review. Quality Management Systems. Knowledge, Skills & AbilitiesStrong understanding of document control principles. Excellent organizational and time management skills. Exceptional attention to detail. Ability to identify documentation inconsistencies. Strong analytical and problem-solving skills. Ability to prioritize multiple tasks in a fast-paced manufacturing environment. Excellent written and verbal communication skills. Proficiency in Microsoft Office Suite (Excel, Word, Outlook, SharePoint). Experience with Electronic Document Management Systems preferred. Working knowledge of: GMPs HACCP SQF FSMA FDA regulations PMO LACF (21 CFR Part 113) Good Documentation Practices ALCOA+ principles Ability to maintain confidentiality of quality and manufacturing records. Core CompetenciesAttention to Detail Accountability Integrity Organization & Planning Analytical Thinking Critical Thinking Continuous Improvement Teamwork & Collaboration Communication Adaptability Customer Focus Professionalism Dependability Quality Orientation Regulatory Compliance Performance Expectations Successful performance is demonstrated by:Accurate and timely review of production documentation. High-quality document reconciliation with minimal errors. Complete, compliant, and audit-ready production records. Timely identification and resolution of documentation discrepancies. Effective support of FDA, SQF, USDA, customer, and internal audits. Accurate maintenance of controlled documents. Compliance with Good Documentation Practices (GDP) and ALCOA+ principles. Timely completion of assigned document reviews. Continuous improvement of documentation accuracy and efficiency. Effective collaboration with Production and Quality teams. Work Schedule This position works a 12-hour rotating day shift (6:00 AM – 6:00 PM) on a rotating schedule of:3 days on 2 days off 2 days on 3 days off The schedule repeats continuously and includes weekends and holidays as scheduled. Physical Requirements & Work EnvironmentAbility to work throughout office, laboratory, warehouse, and manufacturing environments. Regular standing, walking, bending, reaching, climbing stairs, and navigating production areas. Exposure to cold, wet, humid, and noisy dairy manufacturing environments. Ability to wear required Personal Protective Equipment (PPE), including hairnets, beard nets, frocks, safety glasses, hearing protection, and slip-resistant footwear. Ability to lift up to 50 pounds independently and heavier items with assistance or reasonable accommodation. Ability to distinguish colors, read technical documentation, and accurately review handwritten and electronic records. Ability to work safely around operating production equipment while following all food safety and plant safety requirements. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. Position Impact The Document Reviewer Specialist plays a vital role in protecting product quality, food safety, regulatory compliance, and operational excellence by ensuring that every production and quality record is complete, accurate, and compliant before products advance through the quality review and release process. Through disciplined document review and effective document control practices, this position helps maintain the integrity of Cayuga Milk's Quality Management System and supports successful regulatory inspections, customer audits, and SQF certification. Compensation: At Cayuga Milk Ingredients, we value a fair and comprehensive approach to compensation. Our wage range for this role is determined by various factors, including skill sets, experience, training, licensure, certifications, and organizational needs. It is not typical for an employee to start at or near the top of the range for the position. Compensation decisions are made based on individual job circumstances considering skill level, previous experience, and education requirements. Equal Opportunity Employer: Cayuga Milk Ingredients is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all aspects of employment, including recruitment, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Non-Discrimination Policy: The contractor will not discriminate against employees or applicants for discussing or disclosing their own pay or the pay of others. However, employees with access to compensation information as part of their job duties are prohibited from disclosing this information to unauthorized individuals, except in specific circumstances outlined by applicable laws and regulations (41 CFR 60-1.35(c)). General Statement: All Cayuga employees recognize that the success and prosperity of the company is everyone’s responsibility. All employees are expected to treat each other in a positive, respectful, and professional manner, to be at work for their assigned shift and to work safely as a team. Employees must be self-starters who can relate to all levels of the organization. Disclaimer: o All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. o This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. o The company reserves the right to add to or revise an employee's job duties at any time at its sole discretion. o This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship. Disclaimer: For Recruiter’s and Staffing Agencies o At Cayuga Milk, our Human Resources Team leads most of our hiring efforts and takes pride in connecting directly with talented individuals who share our values and passion for what we do. Most of our roles are filled through applications submitted via our careers site or through direct outreach from our team. o While we occasionally partner with external recruitment agencies, we do so only with those on our existing, pre-approved vendor list. Currently, we are not adding new agencies to that list. o If an unsolicited resume or candidate submission is received from an agency or recruiter not authorized by our Human Resources Team, it will be treated as a direct application. Cayuga Milk will not be responsible for any placement or referral fees related to these submissions.Requirements: