Quality Assurance Document Control

Job Title: Quality Assurance/Document Control Clerk 

Job Description 

The Quality Assurance / Document Control Personnel plays a critical role in maintaining the highest standards of quality, compliance, and documentation integrity within the Technical Services and Documentation Department at UPI Global Ingredients, located at 2390 Park Center Drive, Mebane, NC 27302. 

This position is responsible for executing meticulous quality assurance activities and maintaining effective document control processes to ensure compliance with applicable regulatory, customer, and internal quality system requirements. Working collaboratively with cross-functional departments and management, the role supports the accurate creation, review, approval, revision, distribution, and retention of controlled documents that underpin the company’s quality management system. 

The QA / Document Control Personnel serves as a key support function in ensuring documentation accuracy, traceability, and consistency, contributing directly to regulatory compliance, audit readiness, and continuous improvement initiatives. 

Quality Assurance Steps: 

1. Pre-Approvals:
   • Manage all pre-approval emails of quality documents. 
   • Maintain an organized tracking system to ensure comprehensive coverage. 
   • Implement a systematic approach to identify and follow up on pending pre-approvals. 

1. Technical Services: 
   • Swiftly log new customer requests in our quality management system and the ERP system when necessary. 
   • Determine appropriate steps, including contacting relevant parties and acquiring necessary information. 
   • Initiate and maintain a schedule for follow-ups. 
   • Present data to the customer with clarity and accuracy. 
   • Proactively handle any changes or clarifications requested by the customer postpresentation. 

1. Prioritizing Work: 
   • Prioritize workflow tasks assigned by the Quality Director within the Technical Services and Documentation Department, giving precedence unless under special circumstances. 
   • Support in creating and updating Standard Operating Procedures (SOPs) specifically tailored for the Technical Services and Documentation Department. 
   • Verify and double-check filing procedures related to technical services and documentation. 
   • Assist salespeople or customers who directly contact the Quality Director on matters within the Technical Services and Documentation Department. 
   • Handle QC laboratory packets, customer complaints, bulk products, and coordinate thirdparty audits within the Technical Services and Documentation Department. 

1. Management Instructions: 
   • Prioritize tasks based on urgency to prevent backlogs in quality and customer requests. 
   • Manage workflow so that requests from the sales team and executive management are reviewed weekly with the Quality Director. 
   • Handle desk audit requests from suppliers and work with the Quality Director to perform necessary desk audits and supplier evaluation for supplier approval. 
   • Assist the customer service team in providing documentation to customers. 
   • Work with the QA team on customer questionnaire requests and submit them to the Director for final approval. 
   • Monitor deadlines on all pending CAPAs, complaints, and deviations in the QMS. 
   • Capable in both Word and Excel; able to quickly prepare COAs and documents on company letterhead. 

1. COA Relief: 
   • Aid team members by handling COA-related work during peak periods within the Technical Services and Documentation Department. 
   • Execute tasks, including pulling Purchase Orders (POs) from X3 for pre-approval and saving original COAs to the pre-org folder. 
   • Prepare UPI COAs, securing approvals from the Quality Director and the QA Lead within the Technical Services and Documentation Department. 
   • Ensure proper filing and organization of all documents within the Technical Services and Documentation Department.