Document Assistant and Sample Manager

Responsibilities: Prepare and update Certificates of Analysis, Safety Data Sheets, and regulatory documents using verified supplier information, approved templates, and established review procedures. Assist with vendor questionnaires and customer documentation requests. Maintain an organized, searchable database of product specifications, supplier records, certifications, and current document versions. Pull, package, label, and ship product samples. Create accurate sample labels with product names, lot numbers, and applicable manufacturing and expiration dates. Maintain a sample log tracking inventory, lot numbers, recipients, shipment details, and follow-up needs. Monitor sample supplies and coordinate replenishment. Assist in sourcing new products, identifying potential suppliers, and collecting specifications, pricing, documentation, and samples. Communicate with suppliers and internal team members to resolve missing or inconsistent information.

Qualifications: Strong attention to detail, particularly when working with technical information, dates, lot numbers, and numerical results. Excellent organizational skills and the ability to manage competing deadlines. Proficiency in Microsoft Word, Excel, and digital file management. Clear written communication and professional follow-through. Ability to work independently in a remote environment. Ability to handle, package, and coordinate shipment of physical samples. Experience with product documentation, supplier coordination, sample management, or administrative support is preferred. Familiarity with cosmetic ingredients, vegetable oils, waxes, butters, COAs, SDSs, or regulatory documentation is a plus.

Work Arrangement: This is a full-time, remote position. The role includes physical sample handling and shipping, so the successful candidate must be able to receive, store, prepare, and ship samples from an agreed-upon location.