Quality Coordinator-Document Specialist

Company Statement: Banyan Botanicals is an industry-leading Ayurvedic Lifestyle and wellness company. We are driven by our mission to help people achieve and maintain optimal health and well-being. As a certified B Corporation, we serve the growing communities of Ayurveda and Yoga by offering sustainable, organic herbs and products, and providing accessible and inspiring educational content to our audience. We take pride in the fun, friendly, fast-paced work environment at Banyan where collaboration, respect and teamwork are the undercurrents of the workday. We are looking for bright, motivated, and enthusiastic individuals to join our growing team!

Location: Eagle Rock Albuquerque, New Mexico office

The Records Coordinator is responsible for maintaining the accuracy, organization, integrity, and accessibility of Quality records and controlled documentation. This role supports document control, training records, complaint and return records, supplier records, audit preparation, records retention, and regulatory compliance activities.

The Records Coordinator ensures quality records, documentation, and compliance-related activities are maintained in accordance with company procedures, regulatory requirements, and record retention requirements. This role serves as a key resource for audit readiness and quality record management.

Primary Duties and Responsibilities:

• Administer document control activities including document issuance, revision control, archival, retrieval, and records retention.

• Maintain controlled documents, forms, logs, templates, and quality records in accordance with established procedures.

• Process approved document revisions and ensure current versions are properly maintained and accessible.

• Archive obsolete documents and maintain historical records in accordance with document retention requirements.

• Maintain document logs, revision histories, and controlled document inventories.

• Maintain training completion records and identify missing or incomplete training documentation.

• Route quality related customer complaints, returns, and supporting documentation to appropriate Quality personnel for review and investigation.

• Maintain Approved Supplier records, supplier qualification files, agreements, audit records, and related documentation.

• Maintain CAPA, Change Control, complaint, supplier, audit, and training records.

• Administer annual document review schedules and maintain associated records and documentation.

• Maintain complaint, return, and associated quality records in accordance with established procedures.

• Create, revise, maintain, and distribute Safety Data Sheets (SDS) as required.

• Retrieve and provide quality records, documentation, and historical files in support of operational, customer, certification, regulatory, and internal requests.

• Maintain quality records in accordance with company procedures, regulatory requirements, and retention requirements.

• Verify required quality records are complete, appropriately approved, and properly maintained according to established procedures.

• Maintain records and documentation associated with quality systems, certification programs, audits, and compliance activities.

• Provide backup support for Quality department activities as assigned.

• Read and sign all applicable SOPs.

• Follow all applicable regulatory, company, and safety requirements

• Other duties as assigned.

Competencies – Knowledge, Skills and Abilities:

• Strong organizational and record management skills.

• Excellent attention to detail.

• Ability to follow established procedures and work instructions.

• Ability to maintain accurate records and documentation.

• Ability to identify missing, incomplete, or inaccurate records.

• Strong time management and organizational skills.

• Proficiency with QMS software, Microsoft Office, Google Workspace, and electronic document management systems.

• Ability to follow detailed procedures and standardized workflows with a high degree of consistency.

• Ability to organize, retrieve, and maintain large volumes of records and documentation.

• Ability to recognize missing, incomplete, or incorrectly filed documentation.

• Understanding of document control principles and record retention requirements.

• Ability to maintain confidentiality and data integrity.

Qualifications:

• Previous experience in document control, quality documentation, quality systems support, records management, or regulated manufacturing environments preferred.

• Previous experience within dietary supplements, food, cosmetics, botanicals, or related regulated industries preferred.

• Familiarity with FDA regulations including CFR 111, 117, 701, and related cGMP documentation requirements preferred.

• Experience supporting document control activities, controlled records management, archival systems, or quality documentation workflows preferred.

• Experience with QMS software, electronic documentation systems, and workflow management tools preferred.

• Working knowledge of document control practices, records management principles, and quality documentation requirements preferred.

• Experience supporting audit preparation, records retrieval, and quality systems documentation activities preferred.

• Strong computer skills including Microsoft Office, Google Workspace, ERP/QMS systems, electronic document systems, task management software, and reporting systems required.

• Bilingual English/Spanish preferred.

Physical Requirements (not limited to):

This description reflects management’s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.

• Frequently moves, transports and positions items, boxes, products, records, and related materials up to 25 lbs as needed.

• Frequently positions self and moves throughout warehouse, production, laboratory, and office environments.

• Must be able to read, understand, review, and maintain records, documents, and electronic information systems, with or without reasonable accommodation.

• Operates a computer and other office productivity machinery such as a calculator, printer, scanner, and copy machine.

Must be able to work around moderate noise level.

Pay: $20/hour, depending on experience (Full-time 40 hours/week, hourly, non-exempt position)

Benefits: We offer a robust benefits package to our employees, including generous PTO and sick pay, medical, dental, and Vision insurance, HSA/FSA, company-paid short-term disability and life insurance, 401k + company match, employee discount, profit sharing and many more!

If this resonates with you, please apply. We would love to chat!

Banyan Botanicals is Committed to Diversity and Equal Employment: At Banyan Botanicals, we honor the uniqueness of every person and believe that greater diversity strengthens our team. Banyan Botanicals provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity or expression, veteran status, or genetics. In addition to federal law requirements, Banyan Botanicals complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.