Document Review Specialist

Job Description

Job Description:\n\nDescription:\n \nPosition Title: Document Review Specialist \nReports To: Sr. Quality Manager\nFLSA Status: Non-exempt\nJob Grade: 3\nPay Range: $24.50-$35.00\nDate Revised: June 2026 \n\nPosition Overview:\nThe 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.\nWorking 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.\nThe 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.\n\nEssential Duties & Responsibilities\nProduction Record Review & Verification\n\n Review Batch Production Records (BPRs), manufacturing records, packaging records, sanitation documentation, laboratory records, and quality documentation for completeness, accuracy, legibility, and compliance. \n Verify production documentation prior to product release review. \n Confirm all required signatures, initials, dates, timestamps, and verification activities are properly completed. \n Verify critical process parameters including: \n \n Time \n Temperature \n Pressure \n Flow rates \n Hold tube performance \n Scheduled process requirements \n \n Review aseptic processing documentation for compliance with FDA Low Acid Canned Food (21 CFR Part 113) regulations and Process Authority requirements. \n Compare production documentation against approved Master Manufacturing Records, scheduled processes, formulas, specifications, and work instructions. \n Identify missing documentation, calculation errors, omissions, deviations, or inconsistencies requiring correction. \n Collaborate with Production and QA personnel to resolve documentation discrepancies before records are finalized. \n Prepare complete documentation packages for Quality review prior to product disposition. \n\nDocument Control Administration\n\n Maintain the company's controlled document management system. \n Prepare, proofread, format, and process controlled documents. \n Maintain revision histories and document version control. \n Maintain Master Document Lists. \n Issue controlled documents throughout manufacturing departments. \n Remove obsolete documentation from circulation. \n Maintain document retention in accordance with company policy and regulatory requirements. \n Scan, file, organize, archive, and retrieve electronic and paper records. \n Support implementation and maintenance of Electronic Document Management Systems (EDMS). \n Ensure documents remain secure, confidential, and readily retrievable. \n\nQuality Records Management\nMaintain and review quality documentation including but not limited to:\n\n Batch Production Records \n Aseptic processing records \n Thermal processing records \n Laboratory testing records \n Environmental monitoring records \n Calibration records \n Preventive maintenance records \n Sanitation records \n CCP monitoring records \n HACCP records \n CAPA documentation \n Internal audit documentation \n Supplier approval records \n Product specifications \n Ingredient specifications \n Process Authority documentation \n Employee training records \n Validation and verification documentation \n Ensure all records are complete, accurate, legible, and retained according to company procedures.\n\nRegulatory Compliance\nSupport compliance with:\n\n FDA Food Safety regulations \n 21 CFR Part 113 (Low Acid Canned Foods) \n Grade "A" Pasteurized Milk Ordinance (PMO) \n HACCP \n FSMA \n Current Good Manufacturing Practices (cGMPs) \n SQF Food Safety Code \n USDA requirements \n State regulatory agencies \n Customer-specific quality requirements \n Good Documentation Practices (GDP) \n ALCOA+ documentation principles \n\nAudit Support\nProvide documentation support during:\n\n SQF Certification Audits \n FDA inspections \n USDA inspections \n State regulatory inspections \n Customer audits \n Internal audits \n Third-party certification audits \n\nResponsibilities include:\n\n Retrieving requested documentation \n Preparing audit files \n Organizing production records \n Reconciling documentation \n Supporting corrective action documentation \n Assisting with audit responses \n Ensuring records are inspection-ready \n\nContinuous Improvement\n\n Track recurring documentation errors and trends. \n Recommend improvements to document control processes. \n Assist with development of standardized forms and templates. \n Support operator retraining through documentation trend analysis. \n Participate in continuous improvement initiatives related to documentation accuracy and compliance. \n Assist with implementation of electronic quality systems. \n Support special Quality and Operations projects. \n\nCross-Functional Collaboration\nWork closely with:\n\n Production \n Quality Assurance \n Food Safety \n Laboratory \n Engineering \n Maintenance \n Sanitation \n Supply Chain \n Operations Leadership \n\nto resolve documentation issues, investigate deviations, and improve documentation quality.\n\nQualifications\n\nEducation\nRequired\n\n Associate's degree in Food Science, Quality Assurance, Business Administration, Manufacturing Technology, or a related field. \n\nPreferred\n\n Bachelor's degree in Food Science, Dairy Science, Quality Systems, Business Administration, or related discipline. \n\nEquivalent combinations of education and experience may be considered.\n\nExperience\nRequired:\n\n Minimum 2–3 years of experience in document control, quality assurance, manufacturing documentation, records management, or regulated manufacturing. \n\nPreferred:\n\n Dairy manufacturing experience. \n Aseptic processing experience. \n Food manufacturing experience. \n Electronic Quality Management Systems (eQMS/EDMS). \n FDA-regulated manufacturing. \n Batch record review. \n Quality Management Systems. \n\nKnowledge, Skills & Abilities\n\n Strong understanding of document control principles. \n Excellent organizational and time management skills. \n Exceptional attention to detail. \n Ability to identify documentation inconsistencies. \n Strong analytical and problem-solving skills. \n Ability to prioritize multiple tasks in a fast-paced manufacturing environment. \n Excellent written and verbal communication skills. \n Proficiency in Microsoft Office Suite (Excel, Word, Outlook, SharePoint). \n Experience with Electronic Document Management Systems preferred. \n Working knowledge of: \n \n GMPs \n HACCP \n SQF \n FSMA \n FDA regulations \n PMO \n LACF (21 CFR Part 113) \n Good Documentation Practices \n ALCOA+ principles \n \n Ability to maintain confidentiality of quality and manufacturing records. \n\nCore Competencies\n\n Attention to Detail \n Accountability \n Integrity \n Organization & Planning \n Analytical Thinking \n Critical Thinking \n Continuous Improvement \n Teamwork & Collaboration \n Communication \n Adaptability \n Customer Focus \n Professionalism \n Dependability \n Quality Orientation \n Regulatory Compliance \n\nPerformance Expectations\nSuccessful performance is demonstrated by:\n\n Accurate and timely review of production documentation. \n High-quality document reconciliation with minimal errors. \n Complete, compliant, and audit-ready production records. \n Timely identification and resolution of documentation discrepancies. \n Effective support of FDA, SQF, USDA, customer, and internal audits. \n Accurate maintenance of controlled documents. \n Compliance with Good Documentation Practices (GDP) and ALCOA+ principles. \n Timely completion of assigned document reviews. \n Continuous improvement of documentation accuracy and efficiency. \n Effective collaboration with Production and Quality teams. \n\nWork Schedule\nThis position works a 12-hour rotating day shift (6:00 AM – 6:00 PM) on a rotating schedule of:\n\n 3 days on \n 2 days off \n 2 days on \n 3 days off \n\nThe schedule repeats continuously and includes weekends and holidays as scheduled.\n\nPhysical Requirements & Work Environment\n\n Ability to work throughout office, laboratory, warehouse, and manufacturing environments. \n Regular standing, walking, bending, reaching, climbing stairs, and navigating production areas. \n Exposure to cold, wet, humid, and noisy dairy manufacturing environments. \n Ability to wear required Personal Protective Equipment (PPE), including hairnets, beard nets, frocks, safety glasses, hearing protection, and slip-resistant footwear. \n Ability to lift up to 50 pounds independently and heavier items with assistance or reasonable accommodation. \n Ability to distinguish colors, read technical documentation, and accurately review handwritten and electronic records. \n Ability to work safely around operating production equipment while following all food safety and plant safety requirements. \n Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. \n\nPosition Impact\nThe 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.\n\nCompensation:\nAt 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.\n\nEqual Opportunity Employer:\nCayuga 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.\n\nNon-Discrimination Policy:\nThe 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)).\n\nGeneral Statement: \nAll 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.\n\nDisclaimer:\no All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.\no 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.\no The company reserves the right to add to or revise an employee's job duties at any time at its sole discretion.\no This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.\n\nDisclaimer: For Recruiter’s and Staffing Agencies\no 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.\no 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.\no 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: