Document Management Associate Jobs in California

Job Summary:The QA Document Control Coordinator is responsible for maintaining, organizing, and controlling quality assurance documentation to ensure compliance with food safety programs, regulatory requirements, customer standards, and company procedures. This role supports the Quality Assurance department by ensuring accurate records, proper document control, audit readiness, and timely updates to quality and food safety documentation.Job Duties:Quality Assurance – Document Control (Primary Focus)• Maintain and control QA documentation, including SOPs, SSOPs, forms, logs, specifications, policies, and quality records.• Ensure proper document version control, approval processes, revisions, and distribution of updated documents.• Organize and maintain electronic and physical filing systems for quality and food safety records.• Coordinate document retention and archiving in compliance with regulatory, customer, and company requirements.• Support internal audits and third-party audits, including SQF, BRCGS, FDA, customer, and certification audits.• Maintain audit documentation and ensure records are organized, accurate, and readily available.• Track corrective actions, preventive actions (CAPA), and compliance records.• Assist with updating food safety plans, quality manuals, procedures, and related documentation.• Review documents for accuracy, completeness, and compliance with established requirements.• Maintain and update quality system records, including training records, inspection records, and other compliance documentation.• Assist Quality Assurance personnel with data collection, reporting, record review, and document preparation.• Support continuous improvement initiatives related to food safety, quality systems, and documentation practices.• Maintain confidentiality of company records and quality information.• Perform other duties as assigned or otherwise identified.Knowledge, Skills and Qualifications:• Associate or bachelor’s degree preferred (Food Science, Quality Assurance, Business Administration, or related field).• 2+ years of experience in quality assurance, document control, food manufacturing, or related administrative roles preferred.• Experience working in a food manufacturing environment strongly preferred.• Practical knowledge and experience with food safety and quality systems, including SQF, BRCGS, HACCP, GMP, FDA requirements, and third-party audit processes preferred.• Experience supporting GFSI-certified facilities and maintaining audit-ready documentation is highly desirable.• Experience with SOP management, document control systems, quality records, corrective actions, and compliance documentation preferred.• Strong computer skills, including Microsoft Office and document management systems.• High attention to detail and accuracy.• Strong organizational skills and ability to maintain accurate and complete records.• Ability to manage multiple priorities and meet deadlines in a fast-paced manufacturing environment.• Ability to work independently with minimal supervision.• Strong written and verbal communication skills.• Ability to identify discrepancies, investigate issues, and support implementation of corrective actions.• Ability to handle confidential company information with discretion.• Strong problem-solving skills and attention to detail.• Ability to effectively communicate and collaborate with Quality Assurance, Operations, Production, Maintenance, and other departments.• Reliable, organized, and committed to maintaining a safe and positive work environment.Minimum Experience Requirement:Applicants should have previous experience in Quality Assurance, Document Control, Food Safety, or a related role within a food manufacturing environment. Candidates without experience with quality systems, food safety documentation, audit preparation, or document control responsibilities are encouraged not to apply. Interaction/Supervision:This position interacts with Quality Assurance, Operations, Production, Maintenance, and other departments as needed. This role requires collaboration with internal teams and external auditors or customers to support compliance, document management, and quality system requirements. This position does not have direct supervisory responsibilities.Typical Working Environment:Work is performed indoors in both an office and food manufacturing environment. The position requires computer work, document review, record management, and periodic movement throughout the facility to support quality activities. The work environment may include moderate noise levels consistent with a food production facility.Equipment/Tools Used:Computer, keyboard, phone, tablet/iPad, multifunction printer/copier, document management systems, and other miscellaneous office equipment.Physical Demands:Constantly (More than 66% of the time):• Sitting, computer work, reviewing documents, data entry, and record management.Frequently (34-66%):• Walking through the facility, communicating with employees, and reviewing quality records.Occasionally (1-33%):• Standing, bending, reaching, lifting or moving documents/materials, and participating in facility activities.Rarely (less than 1 hour per week):• Additional physical activities as required by business needs. Hours of Work:This position will work the hours necessary to meet the needs of the business and complete required job duties. Work may occasionally include additional hours based on operational needs, audits, inspections, or compliance requirements.Employee is authorized and permitted to take all meal and rest breaks in accordance with company policy and applicable regulations.The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required. Management reserves the right to modify, reassign, or alter duties as dictated by business necessity and reasonable accommodation requirements.