Quality Assurance / Admin Officer

Job Summary The QA/Admin Officer is responsible for ensuring that all products manufactured by the Central Production (Commissary) comply with established quality standards, food safety requirements, approved product specifications, and regulatory requirements.

The position oversees quality assurance activities, including raw material inspection, in-process quality monitoring, finished product evaluation, GMP compliance, sanitation monitoring, documentation control, and product release approval.

In addition, the position serves as an inventory control point within the Central Production Department by monitoring consumption of production materials, validating inventory movements, reconciling production-related inventory transactions, and coordinating with the Central Warehouse and Finance & Accounting to ensure inventory accuracy and proper system recording.

The QA/Admin Officer also provides administrative support to the Central Production Department through accurate documentation, report preparation, compliance monitoring, and coordination of departmental records. Key Duties and Responsibilities

1. Quality Assurance Management

• Implement and maintain the Company's Quality Assurance Program.
• Ensure compliance with approved product specifications.
• Conduct in-process quality inspections during production.
• Inspect finished products prior to release.
• Verify product consistency in terms of appearance, taste, texture, weight, and packaging.
• Monitor compliance with approved recipes and production standards.
• Identify product deviations and recommend corrective actions.
• Investigate quality-related issues and complaints.
• Prepare quality inspection reports.
• Maintain quality monitoring records.

2. Food Safety & GMP Compliance

• Ensure compliance with Good Manufacturing Practices (GMP).
• Monitor implementation of food safety procedures.
• Conduct daily production area inspections.
• Verify employee hygiene and sanitation compliance.
• Ensure compliance with sanitation schedules.
• Monitor cleaning and sanitation effectiveness.
• Verify proper handling and storage of food products.
• Assist in HACCP implementation and monitoring.
• Ensure compliance with FDA and other regulatory requirements.

3. Incoming Materials Quality Inspection • Inspect incoming raw materials and supplies.

• Verify compliance with approved specifications.
• Check product condition, quantity, expiry dates, batch numbers, and packaging integrity.
• Validate supplier documents and Certificates of Analysis (COA) when applicable.
• Coordinate rejected materials with Warehouse and Purchasing.
• Monitor supplier quality performance.
• Maintain incoming inspection records.
• Escalate non-conforming materials.
• Support supplier corrective action requirements.

4. Finished Product Inspection & Release

• Conduct final inspection of finished products.
• Verify product quality before dispatch to the warehouse.
• Ensure proper labeling and packaging compliance.
• Confirm production records are complete prior to product release.
• Approve or hold products based on quality requirements.
• Ensure traceability of production batches.
• Maintain finished goods inspection records.
• Coordinate product disposition for rejected items.
• Monitor returned products and quality concerns.

5. Inventory Control & Reconciliation

The QA/Admin Officer shall support inventory accuracy and control within the Central Production Department.
Key responsibilities include:

• Monitor raw material issuance and consumption during production.
• Validate actual material usage against approved recipes and production requirements.
• Review production yield and material utilization.
• Conduct reconciliation of raw materials, work-in-process (WIP), and finished goods.
• Monitor inventory movements related to production activities.
• Validate production-related inventory transactions before SAP recording.
• Coordinate with Central Warehouse regarding material issuance, transfers, and returns.
• Investigate inventory variances and unusual consumption.
• Assist Finance & Accounting during monthly inventory reconciliation.
• Participate in cycle counts and physical inventory activities.
• Monitor damaged, expired, rejected, and obsolete materials.
• Ensure proper segregation and documentation of non-conforming products.
• Prepare inventory variance reports.
• Recommend improvements to inventory control processes.

6. Documentation Control & Records Management

• Maintain QA documents and records.
• Maintain GMP monitoring forms.
• Maintain production inspection reports.
• Maintain product release documentation.
• Maintain inventory reconciliation documents.
• Ensure completeness and accuracy of production records.
• Control document revisions.
• Maintain proper filing systems.
• Prepare documentation required for audits and inspections.

7. Administrative Support

• Provide administrative support to Central Production.
• Maintain departmental records and files.
• Consolidate production-related reports.
• Prepare meeting minutes and action items.
• Monitor submission of required reports.
• Assist in employee training documentation.
• Maintain departmental communication records.
• Coordinate departmental schedules.
• Support the implementation of company policies.
• Perform other administrative tasks assigned by the Central Production Manager.

8. Audit & Compliance Management

• Conduct internal GMP audits.
• Conduct production area inspections.
• Monitor compliance with company SOPs.
• Prepare audit findings and corrective action reports.
• Track closure of corrective actions.
• Assist during FDA, customer, and third-party audits.
• Maintain regulatory compliance documentation.
• Recommend process improvements.

9. Training & Quality Awareness

• Conduct GMP orientation for new employees.
• Assist in food safety training programs.
• Train employees on quality requirements.
• Maintain training records.
• Monitor employee compliance with quality procedures.
• Promote food safety awareness.
• Recommend additional training requirements.

10. Cross-Functional Coordination

Coordinate with:
Central Production

• Production Manager
• Production Supervisor
• Production Team Leader

Supply Chain

• Supply Chain Planning & Coordination
• Central Warehouse
• Purchasing
• Resource Management

Finance

• Accounting Supervisor
• Inventory Specialist Other Departments
• Product Innovation
• Operations
• Human Resources

To ensure product quality, inventory accuracy, and operational compliance.

Daily Responsibilities

• Conduct GMP inspection.
• Perform quality checks during production.
• Inspect raw materials.
• Monitor production compliance.
• Validate production records.
• Review material issuance.
• Monitor inventory movements.
• Inspect finished products.
• Release approved products.
• Prepare daily QA and inventory reports.

Weekly Responsibilities

• Conduct GMP audit.
• Review quality findings.
• Reconcile production inventory.
• Analyze material variances.
• Review production yield.
• Monitor corrective actions.
• Update compliance reports.
• Attend production coordination meetings.

Monthly Responsibilities

• Prepare QA Performance Report.
• Prepare Inventory Accuracy Report.
• Participate in physical inventory count.
• Review production variances.
• Analyze quality trends.
• Prepare audit compliance report.
• Update QA documentation.
• Submit departmental KPI report.

Reports Required

Daily Reports

• QA Inspection Report
• Finished Product Release Report
• GMP Monitoring Report
• Raw Material Inspection Report
• Production Inventory Monitoring Report

Weekly Reports

• Quality Compliance Report
• Inventory Reconciliation Report
• Material Variance Report
• Production Yield Analysis
• Corrective Action Monitoring Report

Monthly Reports

• QA KPI Dashboard
• Food Safety Compliance Report
• Inventory Accuracy Report
• Production Variance Report
• Customer Complaint Analysis
• Audit Compliance Report

Qualifications

Education
Bachelor's Degree in:

• Food Technology
• Microbiology
• Chemistry
• Biology
• Industrial Engineering
• Operations Management or related field.

Experience

• Minimum of three (3) years’ experience in Quality Assurance, Food Manufacturing, Commissary Operations, or Inventory Control.
• Experience in GMP, HACCP, and food safety systems preferred.
• Experience in inventory reconciliation is an advantage.