Position Summary
The Vendor Compliance Specialist is responsible for ensuring that suppliers meet the company's regulatory, food safety, and compliance requirements. This role manages supplier qualification, reviews compliance documentation, maintains accurate records, and works closely with internal departments and suppliers to support an effective supplier compliance program.
Key Responsibilities
● Coordinate supplier on-boarding, qualification, approval, and ongoing compliance activities.
● Review, verify, and maintain supplier documentation, including but not limited to:
○ Business Licenses
○ Regulatory Documents
○ Food Safety Certifications (e.g., GFSI, SQF, BRCGS, FSSC 22000, HACCP)
○ SFCR, CFIA, FDA, USDA, or other applicable regulatory registrations and approvals
○ Certificates of Insurance
○ Product Specifications
○ Certificates of Analysis (COAs)
○ Allergen Statements
○ Letters of Guarantee (LOGs)
○ Country of Origin documentation
○ Organic, Halal, Kosher, Non-GMO, Gluten-Free, or other product-specific certifications (when applicable)
○ Customer-specific certificates, questionnaires, technical documentation, and compliance requirements
○ Social compliance or sustainability certifications (e.g., SMETA, Sedex, RSPO, Rainforest Alliance), when applicable
○ Any other regulatory, quality, food safety, or customer-required documentation as required by customers, regulatory authorities, or company policies.
● Monitor document expiration dates and proactively obtain updated documentation to maintain supplier compliance.
● Maintain the Approved Supplier List (ASL) and supplier compliance database, ensuring records are accurate, complete, and audit-ready.
● Communicate with domestic and international suppliers to obtain, review, update, and resolve compliance documentation and quality-related issues.
● Coordinate with suppliers and customers to investigate, document, and resolve customer complaints related to supplier materials or products, including follow-up on corrective and preventive actions (CAPA).
● Review incoming materials and products in accordance with company quality programs and inspection procedures, verify documentation, determine sampling requirements, and coordinate laboratory testing as required.
● Prepare, organize, review, and maintain laboratory testing records, Certificates of Analysis (COAs), analytical reports, and supporting technical documentation to ensure product compliance, traceability, and audit readiness.
● Coordinate with third-party laboratories for product testing, monitor testing schedules, review laboratory results, and follow up on non-conforming or out-of-specification results.
● Support supplier risk assessments, supplier performance evaluations, supplier audits, and corrective action follow-up for identified compliance gaps.
● Assist with internal, customer, third-party, and regulatory audits by preparing and maintaining supplier qualification, laboratory, and compliance records.
● Coordinate with regulatory authorities (e.g., CFIA, FDA, USDA, and other applicable agencies) during inspections, product sampling, documentation requests, regulatory inquiries, and other compliance activities, ensuring timely submission of required information and follow-up on corrective actions when necessary.
● Collaborate with Purchasing, Quality Assurance, Regulatory Affairs, Operations, Warehouse, Logistics, and Sales to ensure supplier and product compliance requirements are consistently met.
● Support continuous improvement initiatives related to supplier qualification, document control, incoming inspection, laboratory testing, customer complaint management, and supplier compliance processes.
Qualifications
● Minimum 2 years of experience in food manufacturing, supplier compliance, quality assurance, regulatory affairs, or document control.
● Knowledge of Canadian food regulations, Experience with supplier qualification programs is preferred.
● Strong organizational skills with excellent attention to detail and the ability to manage multiple priorities.
● Proficient in Microsoft Office, particularly Excel and Word.
● Mandarin & English (required)
Pay: $22.00-$27.00 per hour
Experience:
- Vendor Compliance: 1 year (required)
Language:
Work Location: In person
