Documentation Clerk

Job Description

Job Description

Documentation Clerk

Department: Purchasing
Reports To: Carson
Status: Full‑time, On‑Site

The Documentation Clerk supports the Purchasing department by collecting, organizing, and maintaining supplier and ingredient documentation. This role ensures all required records are accurate, complete, and readily accessible for audits, regulatory needs, and internal stakeholders.

• Request, receive, and file supplier documentation, including Certificates of Analysis (COAs), specification sheets, and certifications.
• Maintain and update the document database, ensuring records are current and expiration dates are tracked.
• Review incoming documents for accuracy, completeness, and compliance with internal standards.
• Follow up with vendors to resolve missing, outdated, or incorrect documentation.
• Retrieve and prepare records for audits, inspections, and internal department requests.
• Provide general administrative support, including data entry and record maintenance.

• High school diploma or equivalent.
• Minimum of 1 year of experience in an administrative, clerical, or documentation‑focused role.
• Exceptional attention to detail and organizational skills.
• Proficiency with Microsoft Excel and Outlook.
• Clear and professional written communication skills.

• Experience in supplement, food, or pharmaceutical manufacturing environments.
• Familiarity with COAs, ingredient specifications, or regulatory documentation processes.

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