Document Control Project Manager

Document Control Project Manager, Quality Assurance

Department: Quality & Regulatory Affairs

Reports To: Director of Quality Assurance

Location: Remote

Employment Type: Full-Time

About the Role

Ancient Nutrition is seeking a Document Control Project Manager to support the Quality Assurance and Product Development teams by managing document workflows, supplier quality correspondence, change control closure, and specification/certification documentation. This role acts as a cross-functional liaison — coordinating with QA, Product Development, Sales, and external contract manufacturers (CMOs) and ingredient suppliers — to keep documentation moving, organized, and audit-ready. This is a great fit for a detail-oriented quality professional with a document control background who is ready to take ownership of process coordination without yet managing direct reports.

Key Responsibilities

1. Supplier Quality Liaison

• Serve as the point of contact for supplier quality-related inquiries, including those originating from Sales, that touch contract manufacturers or ingredient suppliers.
• Manage and coordinate documentation requests from Sales, retail partners, Brand, and other internal stakeholders, ensuring timely and accurate delivery of technical and product documentation.
• Track and route incoming documentation requests (COAs, GMP certificates, specification sheets, stability attestations) to the appropriate internal or external party.
• Maintain visibility into open supplier documentation gaps and follow up to drive timely closure.

2. Change Control Coordination

• Own or support change control activities — including documentation review, impact assessments, and cross-functional communication — to help drive changes to closure with input and sign-off from QA, Product Development, and other stakeholders.
• Maintain the change control log/tracker, flag stalled items, and ensure required documentation (impact assessments, spec updates, approvals) is complete before closure.
• Support formal change control documentation in alignment with the company's quality system requirements under 21 CFR Part 111 (Current Good Manufacturing Practice for dietary supplements).

3. Finished Goods Specification Documentation

• Assist in the preparation, formatting, and maintenance of finished product specification documents.
• Support version control and approval routing for specifications to ensure alignment with labeled claims and regulatory requirements (21 CFR Part 101 – labeling; 21 CFR §111.70/§111.75 – specification and testing requirements).
• Maintain organized, audit-ready specification files.

4. Certification Program Support

• Assist with compiling, organizing, and tracking documentation required for third-party certification programs (e.g., Non-GMO Project, NSF, USDA Organic under 7 CFR Part 205, and similar programs as the company pursues new certifications).
• Support internal teams in preparing documentation packages for certification audits or applications.
• Track certification renewal timelines and outstanding documentation needs.

General Document Control

• Maintain organized, version-controlled document repositories across quality systems.
• Support documentation and tracking (not technical qualification decisions) for alternate raw materials or suppliers, in coordination with Supply Chain, Quality, and Regulatory.
• Support internal and external audit readiness by ensuring documentation is complete, current, and easily retrievable.
• Apply working knowledge of applicable FDA regulations (21 CFR Part 111 for dietary supplements; 21 CFR Part 117 for food, where applicable) to ensure documentation practices support compliance.

Qualifications

Required

• Associate's degree, or equivalent combination of education and relevant work experience.
• 5+ years of experience in quality document control, document management, or QA administrative support, ideally within dietary supplements, food, or another FDA-regulated industry.
• Strong organizational skills with the ability to manage multiple concurrent workstreams and deadlines.
• Clear, professional written and verbal communication skills for cross-functional and external supplier correspondence.
• Comfortable working independently in a remote environment while coordinating closely with a distributed team.

Preferred

• Familiarity with cGMP documentation requirements (21 CFR Part 111) and/or food safety documentation (21 CFR Part 117).
• Exposure to supplier/vendor qualification documentation (COAs, GMP certificates, specifications).
• Exposure to third-party certification programs (Non-GMO Project, NSF, USDA Organic, or similar).

Reporting Structure

This role reports directly to the Director of Quality Assurance and works cross-functionally with Product Development, Sales, and Regulatory Affairs.