Quality, Regulatory & Sourcing Support Specialist

Quality, Regulatory & Sourcing Support Specialist
Company: Mission Oils, LLC
Industry: Cosmetic & Personal Care Ingredients
Employment Type: Full-Time
About Mission Oils
Mission Oils, LLC is a U.S.-based manufacturer and supplier of cosmetic-grade carrier oils, specialty vegetable oils, organic oils, and custom oil blends serving the personal care and cosmetic manufacturing industries.
We are seeking a highly organized, detail-oriented, and motivated Quality, Regulatory & Sourcing Support Specialist to join our growing company.
This position plays an important role in supporting our quality and regulatory operations, maintaining product documentation, coordinating customer samples, managing document libraries, and assisting with sourcing new products and suppliers.
The ideal candidate is a self-starter who can manage multiple responsibilities, work independently, and maintain a high level of accuracy and professionalism.
Key Responsibilities
Quality & Regulatory Documentation
Prepare, review, update, and maintain product regulatory documents for cosmetic and personal care ingredients.
Create and maintain Safety Data Sheets (SDS), Certificates of Analysis (COA), product specifications, and technical data sheets.
Complete customer and supplier questionnaires, regulatory requests, and compliance documentation.
Prepare allergen statements, non-GMO declarations, country-of-origin statements, botanical statements, and other product-related documents.
Assist with organic product additions, organic certification documentation, and supplier compliance requirements.
Review supplier documentation to ensure accuracy, consistency, and completeness.
Maintain accurate product specifications, lot information, and quality records.
Document Management
Organize and maintain regulatory and quality documentation within Zoho WorkDrive and Microsoft OneDrive.
Develop and maintain standardized document filing systems, naming conventions, and version controls.
Ensure product documents are current, accurate, and readily available.
Maintain organized electronic records for suppliers, customers, and internal operations.
Product Samples & Shipping
Pull, prepare, label, package, and ship product samples to customers and prospective customers.
Coordinate sample requests with sales personnel, suppliers, and warehouse operations.
Maintain accurate sample inventories, shipping records, and product lot traceability.
Track outgoing samples and coordinate timely fulfillment of customer requests.
Product Sourcing & Supplier Coordination
Assist with identifying and sourcing new carrier oils, specialty vegetable oils, organic oils, and personal care ingredients.
Research potential suppliers and evaluate product availability, specifications, and pricing.
Communicate with domestic and international suppliers to request quotations, samples, and regulatory documentation.
Assist with supplier qualification and new product onboarding.
Coordinate the addition of new products to the Mission Oils portfolio.
Maintain organized supplier records, product information, and sourcing documentation.
Administrative & Departmental Support
Provide support to the CFO and management team with quality, regulatory, sourcing, and operational projects.
Coordinate with sales, distribution, and suppliers to ensure customer documentation and sample requests are completed promptly.
Assist with improving internal procedures, document organization, and operational efficiency.
Perform additional related duties as assigned.
Qualifications
Required
Strong organizational skills and exceptional attention to detail.
Proficiency in Microsoft Word, Excel, Outlook, and PDF document preparation.
Excellent written and verbal communication skills.
Ability to manage multiple assignments and meet deadlines.
Strong computer skills and the ability to learn new software applications.
Ability to work independently with minimal supervision.
Professional and dependable work ethic.
Preferred
Previous experience in quality assurance, regulatory affairs, document control, purchasing, sourcing, or related administrative positions.
Experience in the cosmetic, personal care, chemical, food ingredient, or manufacturing industries.
Familiarity with Safety Data Sheets (SDS), Certificates of Analysis (COA), and product regulatory documentation.
Knowledge of organic certification requirements and supplier qualification processes.
Experience with Zoho WorkDrive, Microsoft OneDrive, or similar document management platforms.
Experience coordinating product samples, shipping, or supplier communications.
Ideal Candidate
We are looking for someone who is organized, resourceful, detail-oriented, and willing to learn.
The successful candidate will enjoy working with product documentation, communicating with suppliers, organizing electronic files, preparing customer samples, and assisting with the development of new product opportunities.
This position requires someone who can balance administrative responsibilities with technical documentation and hands-on sample coordination.
What We Offer
Opportunity to work with a growing manufacturer in the cosmetic and personal care ingredient industry.
Exposure to quality assurance, regulatory compliance, supplier sourcing, and product development.
Collaborative working environment.
Opportunity for professional growth and increased responsibilities.
Compensation based on qualifications and experience.

Work arrangement
Yes