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SalaryDOCUMENT SPECIALIST
Company Overview: Allen Flavors, Inc. is a flavor formulation and ingredient supply company known for its commitment to quality and innovation.
Job Description: The Document Specialist will provide support to our Purchasing, Quality, and Regulatory Departments by collecting, organizing & maintaining all raw material documentation. The Document Specialist also will be a liaison between ingredient suppliers and the Regulatory/Purchasing departments, and will be responsible for receiving and reviewing documents, then entering and organizing them in an electronic technical library as well as our current ERP system. The Document Specialist will also manage all interactions with the Orthodox Union for Kosher Certification of new products, reformulations, and plant applications and maintain all Schedule A’s (AF and Copacker where applicable).
Roles & Responsibilities:
- Create and Maintain Document Files: Develop and upkeep a comprehensive document file for every active raw material recorded in the company's databases (currently GP and Vicinity).
- Index Verification: Ensure accurate indexing of documents to facilitate easy retrieval as per requirements.
- Vendor Communication: Establish effective communication channels with vendors to obtain necessary and appropriate information related to documentation.
- Assist Purchasing Department: Aid the Purchasing department in acquiring documentation for new ingredients and from alternate suppliers for existing ingredients.
- Regulatory Understanding: Understand fundamental regulatory principles pertaining to Organic, Non-GMO, Vegan-Vegetarian, Prop 65 Compliance, Natural, Allergens, Kosher, etc. Interpret regulatory compliance concerning these parameters.
- Regulatory Compliance Marking: Accurately mark all raw materials in Vicinity with the relevant regulatory compliances based on information gathered from vendor documentation.
- Vendor Documentation Accuracy: Identify inaccuracies or conflicts in vendor documentation and address these issues promptly with vendor contacts.
- Kosher Certification Management: Submit, retrieve, and file AF/AZ/FP formulations to the Orthodox Union (OU) for Kosher Certification via the OU web portal or email contacts. Handle submissions for new products, reformulations, and name change. Submit for plant certification/recertification and maintain co-packer’s schedules for kosher certification for select customers and contract manufacturers.
- Document Update Projects Management: Oversee document update projects with assistance from Allen Flavors' (AF) employees from the Customer Service department.
- Organic Master List Maintenance: Request, receive, and electronically file all documents pertaining to maintaining the ingredients on the Organic Master List every month.
- File Disposal: Dispose of obsolete files as directed by company guidelines.
- SQF Principles Implementation: Understand and execute Safe Quality Food (SQF) principles as they apply to document management and record-keeping.
- Company Certified Programs Implementation: Implement Company Certified programs such as Hazard Analysis and Critical Control Points (HACCP), National Sanitation Foundation (NSF), SQF, Food Defense, and Food Safety programs as required.
- Other Duties: Perform any other related duties as assigned by management.
Qualifications & Requirements:
Education:
College degree or related field with minimum 2 years related experience.
Experience:
2-5 years in office administration
Skills:
- High level of computer proficiency, preferably in Excel, GP, Vicinity, and Oracle.
- Excellent interpersonal, communication, organizational and follow-up skills
- Demonstrated personal initiative, responsibility and flexibility.
- Ability to work under limited supervision and to handle multiple assignments with limited time constraints.
- Ability to manage cross functional and multiple projects in a fast-paced, constantly changing environment.
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