Formula Control Coordinator

Position Summary

The Formula Control Coordinator is responsible for the administration, maintenance, accuracy, and control of product formulas, raw material specifications, finished good specifications, BOMs, and related technical documentation throughout the product lifecycle. This position serves as a critical liaison between R&D, Regulatory, Quality, Operations, Purchasing, Planning, and Customer Service to ensure formula integrity, document accuracy, change control compliance, and timely implementation of product updates.

The ideal candidate will possess strong organizational skills, exceptional attention to detail, and experience managing technical documentation within a fast-paced manufacturing environment. Cosmetic or personal care manufacturing experience is highly preferred. Bilingual English/Spanish skills are highly preferred.

Essential Duties and Responsibilities

Formula & Specification Management

• Maintain and control all product formulas, raw material specifications, bulk specifications, and finished good specifications within company systems.
• Create, update, revise, and distribute technical documentation as required.
• Ensure all formula revisions and specification changes are properly reviewed, approved, and implemented.
• Maintain formula version history and ensure complete traceability of changes.
• Verify the accuracy and consistency of formula data, specifications, and related documentation.
• Coordinate new formula creation, reformulations, discontinued products, and customer-requested changes.
• Support product commercialization activities and ensure accurate transfer of information to manufacturing.

Change Control Administration

• Manage and coordinate formula and specification change requests through established change control procedures.
• Track change implementation timelines and communicate updates to cross-functional stakeholders.
• Ensure all required approvals are obtained prior to implementation.
• Collaborate with R&D, Regulatory, Quality, and Operations to assess change impacts.
• Maintain records of all approved and pending changes.

Document Control & Data Integrity

• Maintain accurate electronic and hard-copy records of formulas, specifications, technical documents, and supporting data.
• Ensure document control practices comply with company procedures and audit requirements.
• Review documentation for completeness, accuracy, and compliance.
• Generate reports and provide status updates related to formula changes and documentation activities.
• Support internal, customer, and regulatory audits as needed.

Cross-Functional Coordination

• Partner closely with R&D, Regulatory Affairs, Quality Assurance, Manufacturing, Purchasing, Supply Chain, and Customer Service teams.
• Assist in resolving discrepancies involving formulas, specifications, raw materials, and technical documentation.
• Facilitate communication between departments to ensure timely implementation of changes.
• Support customer requests related to specifications, ingredient information, and technical documentation.
• Participate in project meetings and provide documentation support for key business initiatives.

Compliance & Continuous Improvement

• Ensure compliance with cGMPs, SOPs, company quality standards, and applicable regulatory requirements.
• Support audit readiness and documentation compliance activities.
• Identify opportunities to improve formula management, document control, and change management processes.
• Participate in continuous improvement initiatives and special projects as assigned.

Qualifications

Required

• Bachelor's degree in Chemistry, Biochemistry, Biology, Food Science, Chemical Engineering, or related scientific field; equivalent experience may be considered.
• 2-5 years of experience in Formula Control, Product Lifecycle Management, Technical Services, R&D Coordination, Document Control, or a related role within a manufacturing environment.
• Strong document control and change management experience.
• Advanced proficiency with Microsoft Excel and Microsoft Office Suite.
• Excellent organizational skills and attention to detail.
• Strong analytical and problem-solving abilities.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong verbal and written communication skills.

Preferred

• Experience in cosmetic, personal care, pharmaceutical, food, or other FDA-regulated manufacturing environments.
• Experience with Optiva, PLM systems, ERP systems, SAP, or similar software.
• Understanding of cosmetic formulations, raw materials, and manufacturing processes.
• Knowledge of GMPs, FDA requirements, and industry regulations.
• Bilingual English/Spanish highly preferred.
• Experience supporting customer-specific specifications and retailer requirements.

Key Competencies

• Formula Control
• Change Control Management
• Document Control
• Product Lifecycle Management (PLM)
• Data Integrity
• Technical Documentation
• Cross-Functional Collaboration
• Project Coordination
• Regulatory Compliance
• Process Improvement
• Attention to Detail
• Time Management

Physical Requirements

• Ability to sit, stand, and walk for extended periods.
• Ability to move between office, laboratory, warehouse, and manufacturing areas.
• Ability to lift up to 25 pounds occasionally.
• Ability to perform extensive computer-based work.

Work Environment

• Fast-paced cosmetic and personal care manufacturing environment.
• Combination of office, laboratory, and production floor exposure.
• Frequent interaction with internal departments and external customers/vendors.
• Occasional exposure to manufacturing equipment, raw materials, and production activities.