Quality & Compliance Coordinator

Description

Job Title: Quality & Compliance Coordinator  

Reports To:    General Manager 

Job Class:      Full-time, Hourly 

Summary of Position: 

SmartSolve is seeking a detail-oriented, value-aligned, and proactive Quality & Compliance Coordinator to lead the company’s regulatory compliance efforts while supporting day-to-day bookkeeping operations. This dual-role position will take ownership of core quality responsibilities—including documentation control, internal audits, and the development and enforcement of Standard Operating Procedures (SOPs)—to maintain our ISO 9001 and FSSC 22000 certifications. In addition, the coordinator will assist with essential bookkeeping tasks such as accounts payable, accounts receivable, and bank reconciliations. This position is ideal for someone who thrives in a fast-paced, mission-driven environment and is committed to upholding both operational integrity and financial accuracy. 

Essential Duties:  

Quality Compliance Functions 

• Lead the maintenance and corrective action efforts required to sustain ISO and FSSC certifications 
• Conduct and manage internal audits, track findings, and ensure timely resolutions 
• Develop, maintain, and enforce Standard Operating Procedures (SOPs) 
• Monitor, analyze, and report on key quality metrics across departments 
• Maintain internal documentation systems and compliance records for audit readiness 
• Stay informed on regulatory changes, audit outcomes, and industry best practices 

Accounts Receivable Functions 

• Reconciling Customer Accounts and Monthly Statements. 
• Assist with invoicing, bank deposits, and sales order billing 
• Respond to payment-related inquiries from internal and external stakeholders 
• Monitor customer aging report to ensure on time customer payments 
• Follow up on delinquent accounts via email or phone and arrange payment plans 
• Support credit card payment setup, processing, and creation of secure payment links 
• Assist with monthly bank reconciliations 

Accounts Payable Functions 

• Assist with new vendor set up 
• Assist with invoicing of purchase orders 
• Assist with processing of invoice and payment journals 
• Assist with check and ACH processing 

Requirements

 Knowledge, Skills and Abilities: 

• Proficient in Microsoft Excel, Word, and basic data entry in accounting or ERP systems 
• Strong understanding of ISO, FSSC and HACCP documentation standards, internal audits, and SOP development (required) 
• Excellent organizational skills with the ability to manage documentation systems and maintain audit readiness’ 
• Strong written and verbal communication skills; bi-lingual a plus 
• Comfortable with or open to learning basic accounting and bookkeeping tasks (e.g., invoicing, bank reconciliation) 
• Strong multi-tasking, prioritization, and organizational skills in fast-paced environments 
• Professional and proactive approach to problem-solving, documentation accuracy, and follow-through 
• Familiarity with manufacturing or packaging operations and ERP systems (preferred) 

Training and Experience: 

• 2–5+ years of experience in quality systems, regulatory compliance, or operational documentation in a manufacturing or similar environment 
• Prior experience with ISO, FSSC, HACCP, or equivalent certifications (required) 
• Associate’s or bachelor's degree in quality, Life Sciences, Compliance, Business Administration, or a related field 
• Experience or coursework in basic accounting or finance (or willingness to be trained in bookkeeping tasks) 
• High school diploma or GED required 

Physical Requirements: 

• Reaching for phone and keyboard 
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another. 
• Crouching-bending body downward and forward by bending leg and spine. 
• Pushing and pulling – filing drawers, file boxes. 
• Talking, hearing and repetitive motion. 
• Required to have visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned or to make general observations of facilities or structures. 
• Light work, exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Sedentary work involves sitting most of the time 
• Subject to inside and outside environmental conditions.