JOB DESCRIPTION - Quality Assurance Executive

WHO WE ARE:

Jayanti Herbs and Spice is a multi-country business engaged primarily in farming, sourcing, production and packing of herbs, spices, and botanicals for B2B and retail customers primarily in developed countries. We are headquartered in the heart of spices - India.

Along with ensuring on-time delivery of the highest quality products to our customers, we are passionate about doing better for people and the planet. Our entire value chain is geared towards sustainable, ethical, and safe sourcing and production. We export organic and non-organic whole, blended, and ground spices to customers across Europe, North America, and Australia, with processing operations spanning Coimbatore, Ahmedabad, Vietnam, and Turkey. Today, we are a 1,300+ strong inter-connected team, and we aim to create a positive impact for our farming communities, our colleagues, our customers, and our planet.

WHO WE ARE LOOKING FOR:

Jayanti procures spice products from suppliers in Vietnam for direct export to customers in Europe, North America, and Australia, with no in-house processing.
We are seeking an experienced Quality Assurance professional to ensure that every consignment sourced from Vietnam meets Jayanti's quality standards and customer specifications before it is approved for shipment. This role exists. The role owns sample verification, Certificate of Analysis (COA) preparation, shipment traceability, and periodic supplier factory audits, acting as the quality gatekeeper between Vietnamese suppliers and Jayanti's export customers.

Preferred Skills

- Strong knowledge of Quality Assurance, Quality Control, QMS, food safety standards (HACCP/ISO 22000/FSSC/BRCGS), and regulatory compliance.
- Experience in pre-shipment inspection, product release, COA preparation, traceability, supplier audits, CAPA, root cause analysis, and customer complaint handling.
- Proficient in quality documentation, specification management, audit readiness, and ERP/MS Office applications.
- Excellent analytical, problem-solving, communication, documentation, and cross-functional coordination skills.
- Detail-oriented, organized, proactive, and committed to continuous improvement and operational excellence.
- Cross-cultural stakeholder management across India, Vietnam, Turkey, and overseas customers.

Key Roles & Responsibilities Quality Assurance Executive (Vietnam Operations)

- Verify pre-shipment samples against approved standards and customer specifications.
- Perform final quality review and authorize shipment release.
- Prepare Certificates of Analysis (COAs)



and maintain quality release records.
- Ensure product traceability and maintain accurate quality, testing, and shipment documentation.
- Coordinate sample testing, approvals, and dispatch activities.
- Conduct supplier audits, identify non-conformities, and monitor corrective and preventive actions (CAPA).
- Coordinate with suppliers and internal teams to ensure quality and documentation compliance before shipment.
- Respond to customer quality inquiries, investigate complaints, and implement CAPA.
- Prepare and maintain customer specifications, technical documents, questionnaires, and product approval records.
- Ensure compliance with the Quality Management System (QMS), food safety standards, customer requirements, and applicable regulations.
- Support continuous improvement initiatives to strengthen quality systems, supplier performance, and operational efficiency.

Principal Responsibilities:

A. Quality Control & Shipment Release

- Verify pre-shipment samples received from our suppliers against approved reference samples, customer specifications, and applicable quality standards.
- Perform final quality evaluation of each production lot prior to shipment release.
- Review laboratory test results and confirm compliance with product specifications and customer requirements.
- Prepare and issue Certificates of Analysis (COAs) for approved shipment lots.
- Authorize final quality release and maintain complete, accurate, and auditable release records.

B. Traceability & Quality Documentation Maintain full product traceability by recording input/output quantities and linking finished goods to source lots, production records, and approved reference samples.
Maintain accurate, complete, and audit-ready quality, traceability, testing, and shipment documentation.
Coordinate sample preparation, testing, approval, dispatch, and record management.
¢ Maintain and update the Sample Dispatch Tracker and associated quality records.

C. Supplier Quality Assurance¢ Conduct periodic supplier audits at our suppliers to verify compliance with Jayanti quality standards, customer specifications, food safety requirements, and applicable regulatory standards.
¢ Identify, document, and report quality deviations, non-conformities,



and process deficiencies.
¢ Monitor implementation and effectiveness of supplier Corrective and Preventive Actions (CAPA) and verify closure of audit findings.
¢ Support supplier quality improvement initiatives to enhance product consistency and process capability.
D. Supplier & Cross-Functional Coordination¢ Coordinate with Vietnam supplier teams on sample collection, production follow-up, audit scheduling, quality issues, and CAPA implementation.
¢ Collaborate with Quality Assurance, Procurement, Supply Chain, and Export Documentation teams to ensure all quality approvals and shipment documentation are completed prior to dispatch.
¢ Communicate quality status, shipment readiness, and quality-related risks to relevant stakeholders.
E. Customer Quality Support & Complaint Management¢ Build, lead, and develop a high-performing logistics team across India and overseas locations.
¢ Act as the key point of contact for logistics matters with the COO, factory leadership, and customers.
¢ Partner with Sales and Customer Service teams to align shipping commitments with customer expectations.
¢ Report logistics performance, cost trends, and risk exposure to leadership on a regular cadence.
F. Customer Documentation & Specification Management

- Prepare, review, maintain, and update customer specifications, technical documents, quality records, and product questionnaires.
- Prepare documentation for recent customer approvals and new product introductions.
- Review customer specifications and ensure products comply with contractual and regulatory requirements.
- Prepare and maintain Jayanti Vietnam Finished Goods (JVN FG) product specifications for customer approval.
- Coordinate customer sample submission, approval, and documentation.

G. Quality Management System (QMS), Compliance & Continuous Improvement

- Ensure compliance with the company's Quality Management System (QMS), food safety standards, customer requirements, and applicable regulatory requirements.
- Maintain audit readiness by ensuring all quality records and documentation are complete, current, and compliant.
- Identify opportunities to improve supplier quality, documentation practices, process controls, traceability, and operational efficiency.
- Support implementation of quality improvement initiatives and contribute to continuous enhancement of quality management processes.

Required Experience

- Should have 3-4 years of experience in Food Quality, with hands-on exposure to quality assurance, food safety standards, and quality control processes.

📌 Quality Assurance Executive- Food Industry (Coimbatore)
🏢 Indian Products
📍 Coimbatore