Quality Data Coordinator

About Sesh

Sesh is a modern nicotine platform company and the #1 independent pouch brand in the US. Our mission is to accelerate the end of smoking. We operate a Canadian and a US operating company, we make our product through a partner manufacturer, and we sell through distributors and retail. We are growing fast and the finance function is being built as we go.

Overview

Sesh Products makes Sesh+ synthetic nicotine pouches through a contract manufacturer and keeps the quality records behind that product. Those records — returns, destructions, corrective actions, lab results, supplier documents — have to be entered, filed, and checked every day so they can be found quickly when asked for.

The Quality Data Coordinator does that entry and filing so the Quality Manager does not have to. It is a records role, not a decision role: the procedures say what to do, and the Quality Manager trains and reviews the work.

Responsibilities

• Returns and Certificates of Destruction. Enter each return and destruction request in the Returned Product Log the day it arrives, assign the log number, draft the acknowledgment for the Quality Manager to send, check lot codes and quantities against the paperwork, and file the signed certificate with its log entry.
• Complaints. Enter each new complaint in the complaint log with its number, decode the lot code, send the numbered complaint to the contract manufacturer, record the dates, track the response clock, and chase the close-out until it is filed.
• CAPA Log. Enter new items, update status and due dates as the Quality Manager directs, file the completed forms, and flag anything coming due.
• Lab results, Certificates of Analysis and lab invoices. Record test results and certificates against the right lot, reconcile lab invoices and work orders against the samples sent, chase documents from laboratories being onboarded, and tell the Quality Manager the same day when a result is missing.
• Supplier portal and document control. Load supplier specifications, certificates and approvals into the supplier portal and report what is missing or expired; route documents for electronic signature, file the signed PDF in the published folder, update the Master Document List, and keep the training records current.
• Monthly data. Export the month's complaint, return and lot data for the quality scorecard and tidy it to the written method; count and enter the monthly product audit results against the defect glossary. The Quality Manager makes the borderline calls.

How the work is done

• Follow the written procedure for each record. If something does not match, stop and ask the Quality Manager.
• Enter data the day it arrives, exactly as the source document shows it.
• File each record in the one location named in the procedure, and check that the signed document matches the log entry.
• Report anything missing the same day, as a short written list.
• Decisions stay with the Quality Manager: approving a destruction, triaging a health complaint, dispositioning product, closing a CAPA, signing a letter, and anything sent to the contract manufacturer that states a position.

What we're looking for

• Data entry, records or administrative experience — for example as an administrative assistant, paralegal, office coordinator or records clerk.
• Comfortable in Google Sheets or Excel and Google Drive, and able to learn a web-based system from a written method.
• Accurate, organized and consistent; checks own work and asks when unsure.
• Able to work in the Austin office every workday.