Quality Assurance & Regulatory Documentation Manager

Company: Mission Oils, LLC
Position: Quality Assurance & Regulatory Documentation Manager
Department: Quality Assurance / Regulatory Affairs
Employment Type: Full-Time
Position Summary:
Mission Oils, LLC is seeking a highly organized and detail-oriented Quality Assurance & Regulatory Documentation Manager to manage the company's quality, regulatory, technical documentation, and product sample programs.
This position is responsible for creating, reviewing, maintaining, and distributing regulatory and quality documents for cosmetic, personal care, food-grade, and organic vegetable oils and related raw materials. The position will work closely with customers, suppliers, warehouses, sales personnel, and management to ensure accurate product documentation and timely responses to customer quality and regulatory requests.
The ideal candidate has strong technical writing, documentation, organizational, and research skills and is comfortable managing multiple customer and supplier requests simultaneously.
Key Responsibilities:
Regulatory & Technical Documentation
Create, review, update, organize, and maintain product documentation, including:
Safety Data Sheets (SDS)
Certificates of Analysis (COA)
Product Specifications
Technical Data Sheets (TDS)
Regulatory Statements
Allergen Statements
Non-GMO Statements
Country of Origin Statements
BSE/TSE Statements
Residual Solvent Statements
Heavy Metals Statements
Microbiological Statements
Pesticide Statements
Vegan and Gluten-Free Statements
Proposition 65 Statements
REACH and TSCA documentation
IFRA Statements, when applicable
Natural Index / ISO 16128 Statements
Manufacturing Process Statements
Manufacturing Flow Charts
Shelf-Life and Storage Statements
Other customer-specific regulatory documentation
Ensure documentation accurately reflects product specifications, manufacturing processes, supplier information, and applicable regulatory requirements.
Certificates of Analysis:
Create and review Certificates of Analysis for customer shipments and samples.
Verify product name, lot number, manufacturing date, expiration date, specifications, and analytical results.
Maintain standardized COA formats and specifications.
Coordinate with suppliers and laboratories when additional testing or documentation is required.
Ensure COAs are completed and distributed in a timely manner.
Customer & Vendor Questionnaires:
Complete customer quality, regulatory, sustainability, and supplier questionnaires.
Maintain supporting documentation required for customer qualification and approval.
Send and manage questionnaires provided to suppliers and vendors.
Follow up with suppliers for missing regulatory, quality, and technical information.
Maintain current supplier qualification records.
Standard Operating Procedures (SOPs):
Develop, review, implement, and maintain company SOPs covering areas such as:
Quality documentation
Certificate of Analysis preparation
Product sampling
Sample labeling
Lot numbering and traceability
Retained samples
Product release
Document control
Warehouse quality procedures
Customer complaints
Corrective and Preventive Actions (CAPA)
Supplier qualification
Product specifications
Regulatory document management
Periodically review SOPs and revise them as company procedures or regulatory requirements change.
Sample Management:
Coordinate customer product sample requests.
Prepare appropriate sample labels and documentation.
Verify product identity, lot number, manufacturing date, and expiration date before samples are released.
Maintain records of samples sent to customers.
Coordinate sample shipments with sales, warehouse, and logistics personnel.
Maintain retained sample records when applicable.
Document Control & Maintenance:
Responsibilities include:
Maintaining current versions of regulatory documents.
Archiving obsolete documents.
Tracking document revision dates and version history.
Maintaining product specification files.
Maintaining supplier regulatory documentation.
Maintaining customer-specific documentation.
Monitoring document expiration and renewal dates.
Ensuring employees use current approved versions of controlled documents.
Organizing electronic quality and regulatory files for efficient retrieval.
Quality Assurance:
Review product and shipment documentation for accuracy and completeness.
Assist with product traceability and lot-control procedures.
Investigate documentation discrepancies and quality issues.
Assist with Corrective and Preventive Actions (CAPA).
Coordinate quality issues with suppliers and third-party warehouses.
Maintain records associated with customer complaints and corrective actions.
Support customer and supplier audits when required.
Help ensure products meet established company and customer specifications.
Qualifications:
Bachelor's degree in Quality Assurance, Chemistry, Biology, Food Science, Regulatory Affairs, Business, or a related field preferred.
Experience in quality assurance, regulatory affairs, document control, or technical documentation preferred.
Experience with cosmetic ingredients, personal care raw materials, vegetable oils, food ingredients, chemicals, or related industries is highly desirable.
Familiarity with SDS preparation and GHS requirements preferred.
Knowledge of FDA, OSHA, TSCA, REACH, Proposition 65, organic certification, and cosmetic/personal care regulatory requirements is beneficial.
Strong Microsoft Word, Excel, Outlook, and PDF document-management skills.
Experience with document-management or CRM systems is beneficial.
Skills & Competencies:
The successful candidate should demonstrate:
Exceptional attention to detail
Strong technical writing abilities
Excellent organizational skills
Strong document-control discipline
Ability to research technical and regulatory information
Ability to manage multiple projects and deadlines
Professional written communication with customers and suppliers
Ability to identify inconsistencies in specifications and technical documents
Strong follow-up skills
Ability to work independently
Ability to maintain confidential customer and supplier information
Position Objective:
The primary objective of the Quality Assurance & Regulatory Documentation Manager is to ensure that Mission Oils maintains accurate, professional, current, and readily available quality and regulatory documentation for its products while providing customers with timely technical support and maintaining effective quality systems throughout the organization.

Work arrangement
Yes