Quality Assurance Documentation Specialist in Glendale Heights, Illinois at U.S. Spice Mills, Inc.

About US Spice Mills:

Join our amazing US Spice Mills Team which has been a major supplier of pure spices in the U.S. food industry and global market space for over 40 years. We are SQF and Kosher Certified. We offer a full line of pure spices, herbs, and customized seasonings. If you are looking for a company where your hard work is seen, your ideas are heard, and your career can actively grow, you’ve found it. As a trusted name in the spice processing industry, we take pride in running a fast-paced, high-energy facility.

Position Summary

We are looking to Hire a Quality Assurance Documentation Specialist for 1st Shift to serve as the quality assurance and compliance liaison across spice product specifications, customer documentation, and laboratory testing. The core purpose of the role is to maintain regulatory integrity, streamline document flow, and manage technical communication among customers, vendors, and internal teams. The ideal candidate will know how to take initiative, seek out answers, and bring effective and strong customer communication skills.

Essential Duties and Responsibilities:

Documentation & Regulatory Compliance

• Review, verify, and maintain technical documentation and spice product specifications to ensure complete conformance with SQF standards and company policies.
• Develop, standardize, and maintain document flow procedures and quality systems in alignment with industry best practices.
• Maintain an organized, audit-ready technical document archive to support internal, customer, and regulatory audits.
• Escalate technical discrepancies, compliance concerns, or quality deviations promptly to the Quality Supervisor or Department Head.

Testing Oversight & Certificate of Analysis (COA) Management

• Generate, verify, and issue Certificates of Analysis (COAs) by cross-referencing external laboratory test results with internal and customer-specific standards.
• Design and update standardized COA templates and customer specification profiles.
• Track and follow up on the testing pipeline for raw materials and finished goods, serving as the direct liaison to external testing laboratories.

Collaboration and Follow-through Skills

• Manage the document request inbox, delivering accurate technical documentation and prompt responses to customer inquiries.
• Collaborate closely with Customer Service to communicate realistic timelines, status updates, and completion notifications for COAs.
• Build strong working relationships with vendors and customers, addressing inquiries regarding ingredient specifications, quality standards, and technical documentation.
• Perform other related quality assurance and administrative duties as assigned.

Required Qualifications and Skills:

• High School Diploma or GED required; Associate Degree in Food Science, Biology or Manufacturing a plus
• 3-5 years of document control experience within the food industry ideally; or food science environment desired; and/or hold a GMP or HACCP Certification a plus
• Intermediate to advance skills in MS Office Suite and/or Google Docs required
• Must be able to Type 50+ words per minute; and have some familiarity some type of CRM or ERP software/platforms
• Proficient communication skills (written and spoken) in both English and Spanish desired

Physical Demand and Work Environment:

• Must be able to work around strong spice aromas environments.
• Must be available to work 1st Shift
• Must have reliable transportation to and from work daily (Monday-Friday; and some Saturdays)

Benefits: Group Medical, Dental and Vision Insurance; Paid Time Off (PTO), and Paid Holidays

Salary Range: $56,000-$63,000/per year

Disclaimer: This description summarizes the general nature and level of work performed. It is not an exhaustive list of duties, and management may assign other related tasks. Employment is at will.

Equal Opportunity: U.S. Spice Mills, Inc. is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace where all qualified applicants receive equal consideration for employment regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other legally protected characteristics. We believe that diversity of thought, background, and experience strengthens our team and helps us better serve our customers.