Document Control & Training Coordinator - PB

Job Title: Document Control and Training Coordinator

Department: Quality

Business Unit: Pacific Botanicals

Reports To: Quality Manager

Location: Pacific Botanicals

Job Type: Full Time

FLSA Status: Non-Exempt

Pay Range: $19.50 - $22.50 per hour, depending on qualifications, skills, and relevant experience.

At-Will Employment

Herb Pharm is an ‘At-Will’ employer. Nothing in this job description should be interpreted as an employment contract.

Job Summary

This position supports the Quality Department with document management, data entry, training, and management of associated training materials. The position supports routine quality control functions such as finished good release, review and release of certificates of analysis, and quality checks on equipment. This person must be detail-oriented and able to perform work in a timely and accurate manner. They should have the ability to prioritize, manage time well, multitask, and troubleshoot. Strong interpersonal and interdepartmental communication skills are essential. ---

Supervisory Responsibilities

None

Key Performance Indicators (KPIs)

1. 95% completion of COA creation turnaround within one day.
2. 90% completion of deadlines for all document reviews.
3. Support timely training of new and revised documentation.
4. 100% completion of training materials for new employees within the first 30 days.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

· Schedules training sessions, prepares corresponding materials, performs training or coordinates with head of departments for training. Includes management and implementation of online training platform.

· Maintains training system database, including entering records, tracking, and reporting.

· Creates controlled document templates such as logs, forms, work instructions and Standard Operating Procedures (SOPs).

· Participates in the design, development, and maintenance of Quality Management System documentation.

· Tracks document status and communicates with involved parties throughout the document review and editing process.

· Assists with verification that all documentation complies with current safety and GMP requirements.

· Provides clerical support, including copying, scanning, retrieving and/or filing electronic and hard copy records.

· Assists with scheduling routine mock recalls and evaluating related documentation.

· Provides review and support for technical documentation and commissioning activities.

· Creates Certificate of Analysis for all products.

· Reviews product best by date reports for disposition and ERP updates.

· Completes departmental activity reports as requested.

· Maintains professional and technical knowledge by attending approved events.

· Notifies the Quality Management Team about issues or concerns related to the Quality Management System.

· Shares ideas on process improvement with the Quality Management Team and others, as directed.

· Maintains a safe work environment through adherence to companywide safety protocols.

· Additional quality control tasks as required, including daily quality checks on equipment, finished goods, and freight orders.

Working Conditions

· Work Environment: On-site office and on-site manufacturing environment.

· Travel Requirements: None

· Physical Demands: Must be able to stand for long periods of time and heavy lifting required, must be able to lift up to 50 lbs. Work environment can be noisy requiring PPE; conditions may include occasional exposure to outdoor weather and slippery surfaces.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Qualifications

Required Education and Experience

· Education: Associates degree in related field or equivalent combination of education and related experience.

· Experience: 2 + years of related experience and/or training in a quality or laboratory setting.

· Equivalent combination of education and experience

Required Qualifications

· Ability to effectively communicate, fosters teamwork, and collaboration among a diverse team.

· Trustworthy, reliable, takes ownership, and is proactive in learning and delivering excellence.

· Ability to structure complex information, plan, prioritize, delegate tasks, and focus on deliverables.

· Excellent research, troubleshooting, and organizational skills.

· Ability to exercise judgment and work in a fast-paced environment.

· Maintains working knowledge of applicable certification bodies and/or regulatory compliance requirements.

· Must be able to maintain confidentiality as they encounter proprietary and sensitive documents and information.

· Ensures a safe work environment by following all safety rules, maintaining strong safety awareness, and participating in required safety training and meetings.

· Assists with efficient team operation and continuous process improvement, by participating actively in all team and departmental meetings as requested.

Portions of this position are in a cGMP area; therefore masks, lab coats and hair/beard nets must be worn. No makeup, perfumes, acrylic or artificial nails, or jewelry allowed in cGMP work areas.

Preferred Qualifications

These are not required but are ideal for a successful candidate:

· Proficiency in Office 365

· Knowledge of current Good Manufacturing Practice as it pertains to 21 CFR Part 117 and 111.

· Knowledge of the USDA National Organic Program and 7 CFR 205 as it pertains to dietary supplement manufacturing.

· Knowledge of allergen control programs and product safety as it pertains to consumer product goods.