FSQR Administrative Specialist

The Food Safety, Quality & Regulatory (FSQR) Administrative Specialist supports the organization-wide Food Safety and Quality Management System (FSQMS) by administering and improving software, databases, documentation, and records. The role trains new and existing employees on these systems, coordinates system changes, and helps maintain continuous audit and inspection readiness.

This position serves as a power user and advocate for FoodReady AI, NetSuite, Google Workspace, and other platforms integrated into the FSQMS. The specialist owns FSQMS document control and document management processes and partners with the FSQR team to support internal audits, external audits, customer visits, and regulatory inspections.

Core Responsibilities

1. FSQMS Software Administration & Continuous Improvement

• Serve as a power user and internal advocate for FoodReady AI, NetSuite, Google Workspace, and other FSQMS software and documentation systems.

• Lead the development, implementation, maintenance, and continuous improvement of FoodReady AI and other software integrated into the FSQMS.

• Identify and coordinate improvements to NetSuite, Google Workspace, and related recordkeeping systems that support FSQR activities.

• Support implementation of system changes, including updating processes, records, instructions, and user guidance.

• Partner with FSQR and cross-functional teams to improve consistency, accessibility, and reliability of system information.

2. Training & User Support

• Train new and existing employees on FSQMS software, databases, records, and documentation practices.

• Develop and maintain user instructions, training materials, and practical guidance for FSQMS systems.

• Provide day-to-day support to employees using FoodReady AI and other FSQMS-related platforms.

• Reinforce accurate, timely, and consistent use of approved systems and records.

3. Document Control & Records Management

• Own and maintain the FSQMS document control and document management systems.

• Coordinate controlled-document creation, revision, review, approval, distribution, retention, and archival processes in accordance with established procedures.

• Help ensure employees can access current approved procedures, forms, and other controlled information.

• Maintain organized, accurate, current, and readily retrievable FSQMS records and documentation.

• Monitor documentation practices and address gaps that could affect traceability or audit readiness.

4. Audit, Inspection & Regulatory Support

• Maintain FSQMS documentation and records in an audit- and inspection-ready condition at all times.

• Support internal audits, including preparation, record retrieval, follow-up tracking, and documentation of identified improvements.

• Coordinate FSQMS information and document requests for external audits, customer visits, and regulatory inspections.

• Support follow-through on document- or system-related findings and improvement actions in collaboration with responsible teams.

Work Environment & Expectations

• Work collaboratively with FSQR, Operations, and other departments across Mana Nutrition.

• Balance scheduled system maintenance, employee training, documentation priorities, and time-sensitive audit or inspection requests.

• Handle controlled information carefully and follow established company procedures for access, accuracy, and record retention.

• Provide responsive support during system changes, audits, customer visits, and regulatory inspections.

Ideal Candidate Profile

We are looking for someone who:

• Is highly organized, detail-oriented, and committed to accurate records and disciplined document control.

• Learns software quickly and enjoys helping others use systems effectively.

• Can translate system requirements into clear, practical training and instructions.

• Takes ownership of improvements and follows changes through implementation.

• Communicates clearly and works constructively across departments.

• Anticipates documentation gaps and works proactively to maintain audit readiness.

What Success Looks Like

• FoodReady AI and other FSQMS systems are consistently used, maintained, and improved.

• New and existing employees receive effective training and practical support for FSQMS software and records.

• Controlled documents are current, appropriately managed, and readily accessible to authorized users.

• FSQMS records can be retrieved promptly and reliably for audits, customer visits, and inspections.

• System changes and improvement actions are integrated with minimal disruption and clear user communication.