Job Title: Administrative Assistant - Customer Quality & Regulatory
Job Description
The Customer Quality & Regulatory Administrative Assistant supports the Quality Governance & Regulatory function in the day-to-day execution of quality system activities and customer-facing documentation. This role is primarily administrative and coordinative, ensuring that quality and regulatory documentation is accurate, well-organized, and completed on time while working under direct guidance in a regulated environment.
Responsibilities
Support the Quality Governance & Regulatory function in the daily execution of quality system activities and customer-facing documentation.
Assist with the initiation, coordination, and tracking of third-party laboratory testing for internal quality assurance programs and customer-mandated testing.
Monitor the progress of laboratory testing to ensure deliverables meet required timelines and quality standards.
Communicate with external laboratories regarding testing timelines and documentation needs, as directed by the manager.
Escalate potential delays, risks, or documentation gaps to the manager in a timely and structured manner.
Maintain accurate, organized, and up-to-date controlled documents such as test request forms (TRFs), certificates of analysis (COAs), and test reports.
Use Excel to track test status, documentation completion, and deadlines across multiple projects and programs.
Manage Word documents and prepare professional correspondence and reports to support quality and regulatory activities.
Handle Outlook communications professionally, including coordinating with internal stakeholders and external laboratories.
Coordinate and follow up with external vendors or laboratories to track deliverables against agreed timelines.
Support the use of quality management systems (QMS) or tracking databases by entering and updating relevant data, as applicable.
Contribute to quality control and regulatory documentation workflows by ensuring consistency, completeness, and compliance with internal procedures.
Assist with inbound calls related to quality, regulatory, or documentation inquiries and route them appropriately.
Collaborate closely with the manager and broader team to support ongoing quality, regulatory, and compliance initiatives.
Demonstrate a proactive approach to identifying issues, proposing solutions, and maintaining high standards of documentation accuracy.
Essential Skills
2-3 years of experience using Excel and Microsoft Office, including strong working knowledge of Excel for tracking test status, documentation, and deadlines.
Proficiency with Microsoft Word for managing documents and Microsoft Outlook for professional communications.
2-3 years of experience in quality assurance, regulatory affairs, or a related role within a regulated environment such as food and beverage, chemical, manufacturing, or similar industries.
Proven ability to manage controlled documents such as TRFs, COAs, and test reports with high attention to detail and accuracy.
Experience coordinating with external vendors or laboratories and tracking deliverables against timelines.
Strong organizational skills with the ability to manage multiple deadlines and competing priorities.
Professional written and verbal communication skills suitable for internal and external stakeholders.
Proactive mindset with strong attention to detail and a commitment to documentation accuracy.
Experience working in a regulated environment and understanding of quality or regulatory expectations.
Additional Skills & Qualifications
Associate's degree in a related field preferred, or equivalent work experience.
Familiarity with third-party laboratory testing workflows and processes.
Experience escalating risks or delays within a structured quality system.
Exposure to quality management systems (QMS) or tracking databases.
Experience in environments that follow GMP, quality control, or similar compliance frameworks.
Comfort handling inbound calls related to quality and regulatory topics.
Ability to work effectively under direct manager oversight while building independence over time.
Interest in developing a long-term career in quality assurance or regulatory affairs.
Why Work Here?
This opportunity offers a stable, long-term role with strong benefits and direct exposure to quality and regulatory operations within a regulated environment. Employees receive a robust benefits package that includes 100% employer-paid medical and dental coverage for employees, generous family contributions, 401(k) matching, disability coverage, and paid time off. The position provides hands-on experience working closely with leadership, creating clear pathways for growth within quality and regulatory career tracks while maintaining a healthy work-life balance through standard business hours.
Work Environment
This is an onsite, office-based role in a professional, structured, and air-conditioned setting. The position follows standard business hours, Monday through Friday from 8:00 a.m. to 5:00 p.m., supporting predictable schedules and work-life balance. You will work closely with a direct manager and collaborate with a broader team in a supportive, coordinated environment that emphasizes accuracy, compliance, and clear communication. The role relies on daily use of Microsoft Office tools and interaction with external laboratories and internal stakeholders in a modern office environment.
Job Type & Location
This is a Permanent position based out of Pompano Beach, FL.
Pay and Benefits
The pay range for this position is $48000.00 - $50000.00/yr.
100% Medical for employee and 75% for their family
100 % Dental Insurance for employee and 75% for their family
75% Vision for employee and family
401K match up to 5%
100% Short Term Disability Insurance
100% Long Term Disability Insurance
$10,000 Life Insurance
80 hours paid vacations per year
12 paid holidays per year
3 paid sick days per year
2 paid personal days per year
Workplace Type
This is a fully onsite position in Pompano Beach,FL.
Application Deadline
This position is anticipated to close on Jun 13, 2026.
About Aerotek
We know that finding work is hard, and finding meaningful work is harder. Aerotek connects 180,000+ light industrial and skilled trades workers with 14,000+ employers each year, helping our workers navigate an evolving labor market and find jobs that meets their goals, skills and interests. Since 1983, we have provided a variety of career opportunities across North American industry - from short-term assignments at Fortune 500 companies where you can build your skills, to long-term opportunities where you can play a vital role solving for companies' construction, manufacturing and maintenance challenges. Our 1,500+ experienced recruiters across 250+ offices work relentlessly to put our workforce in a position to thrive. Let us rise to meet your challenges and put our people-are everything spirit to the test as your career continues to grow.
Aerotek offers weekly pay, employee benefits including medical, dental & vision, life insurance, health advocacy and employee assistance programs, a 401(k) plan, and employee discounts.
The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
San Francisco Fair Chance Ordinance:
Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector:
It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI):
We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
