Document Control Specialist

Description

The Document Control Specialist at NaturVet, a leading manufacturer of high-quality pet supplements, is responsible for managing the lifecycle of documents critical to our manufacturing and quality processes. This includes maintaining, organizing, and ensuring compliance with all documentation related to product formulations, production processes, quality control procedures, regulatory standards, and other essential operational records. This role works closely with cross-functional teams to ensure that all documents are accurate, up-to-date, and readily accessible, supporting compliance with internal quality standards and external regulations.

Requirements

ESSENTIAL FUNCTIONS AND KEY RESPONSIBILITIES

• Create, review, and maintain Standard Operating Procedures (SOPs), batch records, labeling, and other controlled documents related to the production of pet supplements.
• Implement and maintain an efficient document filing system, both physical and electronic, ensuring easy retrieval of documents.
• Ensure all documents are version-controlled and that obsolete documents are removed or archived in accordance with company policies.
• Support regulatory affairs and quality assurance teams with document preparation and submission for audits, inspections, and certifications (e.g., UL, APHIS, NASC, etc.).
• Ensure that all documents adhere to relevant industry standards, such as Current Good Manufacturing Practices (cGMP), FDA guidelines, and applicable pet supplement regulations.
• Ensure all product labeling complies with regulatory requirements for pet supplements.
• Coordinate the distribution of new or updated documents to relevant stakeholders.
• Support training initiatives by maintaining training records and ensuring that employees have access to the most current SOPs and regulatory documents.
• Assist in preparation for internal and external audits by ensuring all documentation is accurate, complete, and readily available.
• Maintain a detailed document control log to track revisions, approvals, and distribution of controlled documents.
• Archive documents in compliance with retention policies and regulatory requirements.
• Work closely with cross-functional teams, including production, quality control, regulatory affairs, and R&D, to ensure accurate and timely documentation management.
• Act as a liaison between departments to resolve document-related issues and ensure consistent documentation practices across the organization.
• Contribute to process improvements in document control practices to enhance efficiency and compliance.
• Participate in audits of document control processes to identify gaps and recommend corrective actions.
  
  

EDUCATION | CERTIFICATIONS | LICENSES | TRAINING

We value diverse qualifications and recognize that relevant experience and certifications can sometimes substitute for formal education; therefore, equivalent combinations of education, experience, and certifications will be considered.

• Bachelor’s degree in Life Sciences, Quality Management, or a related field (or equivalent experience).
  
  

KNOWLEDGE | SKILLS | ABILITIES

• Minimum of 2 years’ experience in document control or regulatory affairs, preferably in the food, dietary supplement, or pharmaceutical industry.
• Knowledge of GMP, FDA regulations, and other relevant industry standards for pet supplement manufacturing is a plus.
• Must be deadline driven and able to work autonomously.
• Must have strong communication and interpersonal skills
• Very strong organizational, time management and business process skills with high attention to detail
• Ability to establish and maintain cooperative working relationships with employees at all levels of the organization.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and document management software
  
  

PHYSICAL DEMANDS

• This is a full time on-site position
• Sedentary Work: Primarily sitting while performing office duties.
• Occasional Standing and Walking: May involve brief periods of standing or walking to meetings, the printer, or other areas within the office and manufacturing or warehouse environments which may require the use of specific PPE.
• Occasional climbing up and down stairs. Elevators are not present in our buildings.
• Light Lifting: May occasionally lift and/or carry things like books, papers, or tools weighing up to 25 lbs.
  
  

WORK ENVIRONMENT

• Office Setting: Work is typically performed in a climate-controlled indoor environment.
• This job operates in a professional office environment. This role routinely involves standard office equipment such as computers, phones, photocopiers, and filing cabinets.
  
  

The Company is committed to providing reasonable accommodations to qualified individuals with disabilities, in accordance with the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act (FEHA), and other applicable state and federal legislation, unless such accommodation would impose an undue hardship. We will engage in a timely, good-faith interactive process with employees to identify and determine effective reasonable accommodations. Employees who need a reasonable accommodation to perform the essential functions of the job should contact Human Resources to begin the interactive process.