Document Specialist

About the Job

Document Specialist

St. Louis, MO

At Lange Companies, we are driven by innovation and collaboration to make a positive impact in the world. From the farm to your local market, our work matters, and we are committed to fostering a workplace where diversity, equity, and inclusion are not just values but a way of life. We strive to create an environment that is welcoming, respectful, and inclusive, offering every team member great opportunity for professional growth and development. Discover a future with us where your contributions truly make a difference.

Lange Companies is currently looking for a Document Specialist to join our Team.

Lange Companies is seeking a detail-oriented and proactive Document Specialist to join our Operations Team. This role is responsible for ensuring that all food products consistently meet the highest safety and compliance standards by effectively managing supplier documentation, maintaining accurate food safety records, and navigating customer compliance portals. The specialist will stay current with local, state, and federal regulations to ensure compliance across the supply chain, while also supporting customer and certification requirements.

Key responsibilities include reviewing supplier documentation to support new supplier approvals, coordinating and maintaining compliance records, and managing timely correspondence through the food safety and compliance mailbox. While this position does not perform onsite food safety audits, a strong understanding of audit processes and outcomes is essential.

The ideal candidate will demonstrate excellent organizational skills, strong written and verbal communication, and the ability to work independently while collaborating across internal teams, suppliers, customers, and certifying bodies. Previous experience in food safety and compliance is preferred, and knowledge of the agriculture industry is a strong advantage.

This opportunity is available in the following location : St. Louis, MO.

Responsibilities :

• Respond to correspondence through the Food Safety and Compliance mailbox, ensuring timely and professional communication with suppliers, customers, and other stakeholders.
• Review supplier-submitted audit documentation electronically to support new supplier approvals and ongoing compliance.
• Gather, review, and organize food safety and compliance paperwork for both new and existing suppliers.
• Fulfill customer requests for food safety and compliance documentation, including certifications, specifications, and Letters of Guarantee.
• Collect, track, and manage organic certification documents across all organic sales for the company.
• Oversee and manage the annual organic certification process.
• Use food safety and organic databases (e.g., Azzule) to manage records, monitor compliance, and track supplier documentation.
• Maintain and manage multiple customer portals to ensure timely updates and compliance with customer-specific requirements.
• Manage customer onboarding paperwork and annual renewals, including Food Safety documentation, questionnaires, indemnity agreements, W-9s, and Certificates of Insurance (COIs).
• Collaborate with Azzule on Foreign Supplier Verification Programs (FSVP) for imports managed by Lange Fresh Farms Inc.
• Stay current on FSMA (Food Safety Modernization Act) requirements and communicate regulatory updates to the Food Safety team and Corporate.
• Monitor and implement processes to maintain compliance with FDA, USDA, CFIA, SQF, and other applicable food safety and regulatory requirements.
• Proactively engage with suppliers and customers by phone and email to obtain required documentation and updates.
• Support internal teams with technical and regulatory guidance related to compliance matters.
• Deliver accurate and timely responses to internal and external regulatory inquiries.
• Maintain and verify documentation of all quality and food safety records in compliance with customers, vendors and regulatory requirements.
• Research vendor data, internal systems, and government resources to compile information in response to inquiries.
• Keep all compliance and food safety data current in ERP systems and customer portals.
• Support audits, internal reviews, and other compliance-related projects as needed.
• Perform additional food safety and compliance duties as assigned to support the company's operations.

Basic Qualifications (Required Skills / Experience) :

Preferred Qualifications (Desired Skills / Experience) :

Equal Opportunity Employer :

Lange Companies, Inc. is an Equal Opportunity Employer. We make all employment decisions on the basis of ability and job-related qualification, without regard to race, religion, sex, color, national origin, age, disability, sexual orientation, military status, marital status, or any other classification proscribed.