Document Control Assistant Jobs in Decatur, GA (NOW HIRING)

Position Summary

The Quality Systems Coordinator is responsible for supporting and maintaining the facility's Quality Management System (QMS) through effective document control, audit coordination, KPI tracking, corrective and preventive action (CAPA) management, and continuous improvement initiatives. This role serves as a key cross-functional partner to Production, Sanitation, Maintenance, Warehouse, Procurement, and Leadership teams to ensure compliance with regulatory, customer, SQF, and internal quality standards.

The ideal candidate is highly organized, detail-oriented, and proactive, with strong communication and problem-solving skills. This individual must be capable of independently managing multiple priorities, driving follow-through on action items, and collaborating effectively across departments to support operational excellence and continuous improvement.

This position plays a critical role in maintaining audit readiness, ensuring documentation accuracy, facilitating compliance initiatives, and supporting the ongoing effectiveness of the company's food safety and quality systems.

Essential Duties & Responsibilities

Quality Systems & Document Control

• Maintain and support the company's Quality Management System (QMS) to ensure ongoing compliance with FDA, SQF, customer, and internal requirements.
• Manage document control processes, including creation, revision, approval, distribution, archival, and retention of quality documents, SOPs, forms, work instructions, and records.
• Ensure all quality documentation is accurate, current, controlled, and audit-ready.
• Coordinate updates to policies, procedures, specifications, and quality system documentation across departments.
• Support implementation and sustainability of quality systems and compliance initiatives.
• Assist with management and organization of electronic and physical records and databases.
• Maintain and manage the facility's approved chemical program, including ensuring all chemicals are properly reviewed, documented, approved, and compliant with food safety, regulatory, and customer requirements.
• Maintain the Approved Chemical List and ensure supporting documentation, including SDSs, specifications, labels, and related records, remain current and audit-ready.
• Maintain and manage the Approved Supplier Program, including supplier documentation, approvals, risk assessments, and ongoing compliance tracking.
• Ensure supplier records, certifications, questionnaires, specifications, COAs, and supporting documentation are current, organized, and readily accessible for audits and inspections.
• Track supplier-related nonconformances, corrective actions (SCAR), and compliance concerns to support continuous improvement and risk mitigation.

Audit Management & Compliance

• Plan, coordinate, and conduct internal audits to verify compliance with GMPs, HACCP, SQF, regulatory requirements, customer expectations, and internal procedures.
• Support third-party, regulatory, and customer audits by preparing documentation, coordinating logistics, participating during audits, and assisting with audit responses.
• Track audit findings, observations, and nonconformances to ensure timely completion of corrective actions.
• Assist with root cause investigations and verification of corrective and preventive actions (CAPAs).
• Help drive audit readiness activities throughout the facility through proactive follow-up and communication.
• Partner cross-functionally to address compliance gaps and improve system effectiveness.

Continuous Improvement & CAPA Management

• Facilitate CAPA processes by tracking corrective actions, monitoring completion timelines, and verifying effectiveness.
• Support root cause analysis investigations related to quality issues, nonconformances, customer complaints, deviations, and audit findings.
• Collaborate with cross-functional teams to identify opportunities for process improvement, risk reduction, and increased compliance.
• Help drive accountability for completion of quality-related action items and continuous improvement initiatives.
• Support development and implementation of preventive measures to reduce recurring issues.
• Promote a culture of food safety, quality ownership, accountability, and continuous improvement throughout the organization.

KPI Tracking & Reporting

• Collect, analyze, trend, and report quality system data and key performance indicators (KPIs).
• Maintain tracking systems and dashboards related to audits, CAPAs, customer complaints, environmental monitoring, nonconformances, training completion, and other quality metrics.
• Identify trends, recurring issues, and areas of risk using data analysis and reporting tools.
• Prepare reports and summaries for leadership review and quality meetings.
• Assist leadership in monitoring performance metrics and driving data-based decision-making

• Cross-Functional Collaboration & Operational Support

• Partner closely with Production, Sanitation, Maintenance, Warehouse, Procurement, and Leadership teams to support compliance and operational objectives.
• Serve as a quality systems resource for cross-functional teams by providing guidance on procedures, documentation, audit expectations, and compliance requirements.
• Assist with training coordination and support quality systems-related training initiatives as needed.
• Participate in cross-functional meetings and help drive alignment on quality and food safety initiatives.
• Communicate quality-related concerns, risks, and action items clearly and professionally across departments.
• Support implementation of new programs, process improvements, and operational changes impacting quality systems.

Key Leadership Competencies & Attributes

A successful Quality Systems Coordinator will demonstrate:

• Strong organizational and documentation management skills
• High attention to detail and accuracy
• Strong follow-through and accountability
• Excellent communication and interpersonal skills
• Ability to work independently with minimal supervision
• Strong problem-solving and analytical skills
• Ability to manage multiple priorities in a fast-paced environment
• Strong collaboration and cross-functional partnership skills
• Ability to influence and drive accountability across departments
• Continuous improvement mindset
• Professionalism, adaptability, and initiative
• Strong time management and project coordination skills

Qualifications / Requirements

Bachelor's degree in food science, Microbiology, Engineering, Chemistry, or related field preferred.

High school diploma or equivalent required.

PCQI certification required.

HACCP certification required.

Better Process Control School completion required.

Internal Auditor training or certification required.

Minimum of 2 to 4 years of experience in food manufacturing quality systems, quality assurance, or compliance roles preferred.

Strong working knowledge of:

o FDA regulations

o SQF or other GFSI standards

o HACCP principles

o GMPs

o CAPA systems

o Internal auditing practices

o Document control systems

o Food manufacturing processes

Experience supporting audits, managing documentation systems, and tracking corrective actions preferred.

Strong computer skills, including Microsoft Office and quality/document management systems.

Experience with ERP systems, SharePoint, electronic document control systems, or quality management software preferred.

Excellent written and verbal communication skills.

Ability to analyze data, identify trends, and support operational decision-making.

Physical Requirements

While performing the duties of this position, the employee is regularly required to sit, stand, walk, bend, reach, communicate, and use hands repetitively. The employee may occasionally lift and/or move up to 25 pounds.

This position regularly works within both office and manufacturing environments with varying temperatures, noise levels, moving equipment, and exposure to food allergens, including but not limited to nuts, fruits, dairy, and other ingredients.

Other Duties

This job description is not intended to be all-inclusive. Duties, responsibilities, and activities may change at any time with or without notice based on business needs.