Product Documentation and Supply Chain Support Specialist

Cremer North America
United States, Ohio, Cincinnati
Jul 23, 2025
Product Documentation and Supply Chain Support Specialist The Product Documentation and Supply Chain Support Specialist plays a key administrative role within our supply chain and customer service team. This position supports day-to-day coordination of chemical product samples, customer documentation requests, and internal quality processes for the oleochemical products we source, sell, and distribute. This position will also collaborate with multiple departments and external vendors to ensure accurate and timely delivery of product samples, respond to customer quality questionnaires, be the department's point of contact for audit support and maintain documentation used for audits and compliance. POSITION REQUIREMENTS Education, Credentials, Licenses: Education & Training High School diploma or equivalent required Bachelor's degree in Supply Chain, Business Administration, Chemistry, or a related field preferred Experience Minimum of 2 years of administrative or support experience, ideally in a chemical, food, pharmaceutical, or similar regulated environment Experience handling product documentation, customer service communications, or QA support preferred Familiarity with logistics coordination or warehouse operations a plus Experience with regulatory audits or documentation (e.g., HACCP, GMP, FSMA) is an advantage Skills & Attributes Exceptional attention to detail and accuracy Previous experience independently managing projects with strict deadlines Strong written and verbal communication skills Ability to prioritize multiple tasks and meet time-sensitive deadlines Proficiency with Microsoft Office Suite, especially Excel and Outlook Comfortable working across teams and communicating with external vendors or customers Flexible and adaptable to changing priorities or process updates PERFORMANCE MEASURES AND STANDARDS Sample Management & Fulfillment Coordinate the preparation, shipment, and tracking of product samples requested by customers. Manage inventory of samples as needed. Liaise with internal labs and third-party warehouses to ensure proper handling and timely dispatch Obtain and communicate shipment tracking updates to internal teams and customers Maintain accurate logs of sample requests and status updates Ensure timely coordination of product sample shipments Communicate clearly and proactively with internal stakeholders and customers Maintain organized records for traceability and audit readiness Customer Documentation & Quality Coordination Coordinate incoming customer requests for product documentation such as: Specifications Safety Data Sheets (SDS) Certificates of Analysis (CoAs) Product Statements (allergen, GMO, origin, etc.) Quality questionnaires and surveys Work cross-functionally with procurement, quality, and customer service teams to compile accurate information Track completion of documentation for audit readiness and ensure compliance with internal SOPs and customer requirements Respond to customer document and questionnaire requests with accurate, complete information Ensure compliance with customer and regulatory documentation requirements Reporting & Administrative Support Generate, maintain, and distribute key reports related to supply chain, sample activity, and customer service metrics Support statement reviews and ad-hoc reporting needs under the guidance of the Customer Service & Logistics Manager Assist with ongoing data collection for internal audits, supplier documentation, or regulatory reporting Help prepare process improvement documentation (e.g., kaizen reports) Provide accurate, timely updates and reports on sample and document request volumes Assist leadership with insights into workload trends and process improvements Deliver consistent administrative support to cross-functional teams Audit Coordination & Support Serve as the RSPO Coordinator for the Roundtable on Sustainable Palm Oil program to ensure the program is followed according to the defined SOP, including but not limited to: Maintain the continuous accounting system for purchased RSPO material Implement RSPO requirements and ensure personnel are trained accordingly Ensure compliance with all applicable requirements Serve as the department's primary point of contact for internal and external audits Support quality team in meeting audit documentation standards including pulling shipment paperwork and documentation for audit preparation Be knowledgeable of supply chain processes and procedures and be able to explain these to an auditor in a clear and concise manner, pulling in other team members as needed Process Improvement & Cross-Functional Support Assist in identifying and documenting inefficiencies in sample or documentation processes Participate in the rollout of new tools or systems to streamline supply chain administrative tasks Serve as a point of contact between internal teams and external partners for resolving documentation or logistics issues Peter Cremer Training Required We will follow the company written training program for this position. Customer Service, Teamwork & Code of Conduct Maintain a safe, legal and environmentally protective operation Listen to our customers, suppliers and employees Respond quickly to customer concerns Follow set guidelines for GMP, quality and food safety requirements Maintain training on applicable procedures in quality, GMP, and food safety Report any food safety, security, and / or quality issues to management or the HACCP team to initiate action Provide flexible and innovative strategies to support new business opportunities Be cost effective in the utilization of our resources, thereby contributing to the profitability of Peter Cremer North America, LP and our customers Strive for continued improvement Willing and eagerness to learn Maintain positive "Can Do" attitude We are an equal opportunity employer. Applicants are considered for positions without regard to sex, race, color, ancestry, religion, national origin, disability, age, marital status, disabled veteran or Vietnam era veteran status, genetic information, sexual orientation, pregnancy, including childbirth or any related condition, gender identity or expression, citizenship, or any other characteristic protected by applicable state, federal or local laws.