Job Overview
The Quality Administrative Assistant provides administrative, documentation, and compliance support to the Quality Assurance (QA) Department. This role works closely with the QA Manager and QA team to ensure quality records, food safety documentation, audit files, certifications, and regulatory records are accurate, organized, and maintained in accordance with company policies, customer requirements, and regulatory standards. The Quality Administrative Assistant serves as a critical administrative resource that helps the department remain audit-ready while supporting the overall food safety and quality management system at Pier Fish Company, Inc.
Position Clarification:
- Works directly under the guidance of the QA Manager.
- Provides administrative and clerical support for the Quality Assurance Department.
- Responsible for maintaining quality documentation, records, and filing systems.
- Coordinates document control and distribution of quality-related forms and procedures.
- Assists with preparation for internal, customer, regulatory, and third-party audits.
- Supports communication between QA, Production, Purchasing, Operations, and vendors regarding quality documentation.
- Maintains confidentiality of quality records and company information.
Why this Role Matters:
- Ensures quality documentation is accurate, complete, and audit-ready.
- Supports compliance with FDA regulations, HACCP, SQF, GMPs, customer requirements, and company standards.
- Improves efficiency by organizing quality records and maintaining document control.
- Assists the QA team by reducing administrative workload, allowing technicians to focus on production monitoring. Helps maintain traceability and documentation required during audits, recalls, and investigations.
- Helps maintain traceability and documentation required during audits, recalls, and investigations.
- Contributes to continuous improvement through organized recordkeeping and administrative support.
Responsibilities:
- Work alongside the QA Manager to ensure food safety and quality standards are maintained throughout production
- Participate in internal and external food safety and quality audits
- Review analytical test results to verify product quality and determine acceptability of raw materials and finished goods
- Compile and maintain data for quality reports and vendor rejections
- Order and maintain inventory of QA supplies
- Verify and monitor critical data, including foreign object detection outcomes, HACCP violations, and GMP violations
- Maintain and schedule calibration of equipment and standards to ensure accuracy and compliance
- Monitor shelf life of raw materials and finished products
- Monitor and manage product holds, ensuring proper documentation and disposition
- Oversee allergen program compliance, including updating allergen listings and related documentation
- Monitor ATP testing and monthly environmental swab results; maintain trend logs
- Assist in developing procedures and training documents related to processing and food safety programs
- Monitor sanitation practices throughout the facility to ensure compliance with FDA Good Manufacturing Practices (GMPs)
- Identify deficiencies, notify appropriate personnel, and document corrective actions in daily sanitation reports
- Maintain a Notice of Unusual Occurrences (NUOCA) log related to HACCP deviations
- Report NUOCA findings quarterly to the HACCP team for review and resolution
Additional Duties:
- Assist with customer documentation requests.
- Support product traceability exercises and mock recalls.
- Assist with vendor approval documentation.
- Help maintain specification files and customer quality documentation.
- Support continuous improvement projects within the QA Department.
- Cross-train to provide administrative support for other departments when needed.
- Maintain professionalism and confidentiality in handling sensitive company information.
- Perform other duties as assigned by the QA Manager.
- Perform additional duties as assigned to support Pier Fish Company goals.
Skills & Competencies:
- Excellent organizational and time management skills.
- Strong attention to detail and accuracy.
- Ability to prioritize multiple assignments and meet deadlines.
- Advanced proficiency with Microsoft Office (Excel, Word, Outlook, PowerPoint).
- Experience working with spreadsheets, databases, charts, and reports.
- Strong written and verbal communication skills.
- Excellent proofreading and document formatting abilities.
- Ability to maintain confidential records and sensitive information.
- Strong analytical and problem-solving skills.
- Ability to work independently while supporting a collaborative team environment.
- Adaptable and able to manage changing priorities.
- Reliable attendance and punctuality.
Pay: From $25.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Disability insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
