Regulatory Affairs & FSMS Officer

BRIEF DESCRIPTION OF ORGANISATION, ITS BUSINESS AND FOCUS AREA.

110-Year old family run Dairy based in Mumbai and on Mumbai-Gujarat highway, making high end quality dairy products and Indian sweets.

Job Description – Regulatory Affairs & FSMS Officer

Position- Regulatory Affairs & FSMS Officer

Department -Quality Assurance / Regulatory Affairs

Industry- Dairy, Indian Sweets & Food Manufacturing

Job Purpose

The Regulatory Affairs & FSMS Officer will be responsible for ensuring that the company's dairy, Indian sweets, and other food products are manufactured, handled, stored, distributed, and sold in compliance with applicable FSSAI requirements, Food Safety Management System (FSMS) requirements, internal SOPs, customer requirements, and applicable statutory regulations.

The role will involve close coordination with Manufacturing,Production,Quality Control,Quality Assurance, Maintenance,Engineering,Procurement,Warehouse,Logistics,Retail Operations, and other relevant departments to ensure that all required statutory and FSMS records are properly maintained, completed, reviewed, and compiled on a monthly basis.

The position will also conduct internal audits, identify compliance gaps, coordinate corrective actions, and ensure that the organization remains audit-ready at all times.

Key Job Responsibilities

1. FSSAI & Regulatory Compliance

• Ensure compliance with applicable FSSAI regulations, standards, notifications, orders, and requirements relevant to dairy products, Indian sweets, and other food products manufactured and sold by the company.
• Maintain and monitor all required FSSAI-related documentation, licenses, registrations, records, and compliance requirements.
• Coordinate with relevant departments to ensure that statutory requirements are implemented at the operational level.
• Track changes in applicable food safety and regulatory requirements and communicate relevant changes to concerned departments.
• Ensure that product specifications, labels, declarations, ingredient information, allergen declarations, shelf-life requirements, and other regulatory information are appropriately reviewed and controlled.
• Coordinate with QC and other relevant teams for regulatory testing and documentation wherever required.
• Maintain an organized regulatory documentation system for easy retrieval during inspections, audits, and management reviews.

2. Monthly FSSAI & FSMS Documentation Coordination

The officer will be responsible for collecting, reviewing, organizing, and compiling monthly compliance documentation from all relevant departments.

This will include coordinating with:

• Manufacturing
• Quality Control/Laboratory
• Quality Assurance
• Maintenance/Engineering
• Warehouse
• Procurement
• Stores
• Dispatch/Logistics
• Retail Operations
• Cleaning & Sanitation teams
• Pest-control service providers
• Other departments involved in food safety and operations

The officer will establish a monthly documentation checklist/calendar and ensure that required records are submitted by each department within defined timelines

3. FSMS Documentation & Record Control

• Maintain and coordinate the company's Food Safety Management System (FSMS) documentation.
• Ensure that required FSMS records are generated, completed, reviewed, approved, and retained as per the company's document-control procedure.
• Maintain master lists of SOPs, formats, checklists, records, specifications, and controlled documents.
• Ensure that obsolete documents are withdrawn and only current versions are available at points of use.
• Coordinate periodic review and revision of SOPs and food-safety documentation.
• Ensure proper filing and retrieval of physical and electronic records.
• Maintain a monthly FSMS compliance file/dashboard for management review.

4. Internal Audits & Compliance Audits

• Prepare and execute an annual/monthly internal audit plan covering manufacturing, production, QC, maintenance,Warehouse,Retail,Hygiene,Sanitation, and other relevant functions.
• Conduct internal audits to verify compliance with:
• FSSAI requirements
• FSMS requirements
• Company SOPs
• GMP/GHP requirements
• Hygiene and sanitation requirements
• Internal quality standards
• Food safety procedures
• Identify non-conformities, observations, and areas of improvement.
• Prepare internal audit reports and communicate findings to concerned department heads.
• Assign responsibility and target dates for corrective actions.
• Follow up on CAPA implementation and verify effectiveness.
• Escalate overdue or critical compliance issues to the management.

5. Coordination with Manufacturing & Production

• Work closely with Manufacturing and Production teams to ensure food-safety and regulatory requirements are incorporated into daily operations.
• Verify that production records and process-control records are properly maintained.
• Monitor compliance with hygiene, sanitation, temperature, process, and handling requirements.
• Review production-related documentation as part of monthly FSMS compilation.
• Identify recurring compliance issues and coordinate corrective actions with Production.

6. Coordination with Quality Control / Laboratory

• Coordinate with QC to ensure that required testing records and reports are maintained.
• Ensure that raw-material, in-process, finished-product, water, environmental, and microbiological testing records, as applicable, are available and properly documented.
• Track pending or overdue test reports.
• Coordinate with QC regarding deviations and out-of-specification results.
• Ensure that relevant laboratory records are incorporated into the monthly compliance file.

7. Coordination with Maintenance & Engineering

• Ensure that maintenance-related food-safety documentation is maintained.
• Monitor records relating to preventive maintenance of food-contact and critical equipment.
• Coordinate documentation for calibration of critical measuring and monitoring equipment.
• Ensure that maintenance activities affecting food safety are appropriately documented.
• Verify that post-maintenance cleaning and hygiene requirements are followed where applicable.
• Monitor issues such as water systems, refrigeration, temperature-control equipment, drainage, lighting, ventilation, and other infrastructure relevant to food safety.

8. Retail & Outlet Compliance

For company-owned or managed retail outlets:

• Conduct/coordinate periodic food-safety and hygiene audits.
• Verify compliance with approved SOPs for handling, storage, display, temperature control, cleaning, sanitation, and personal hygiene.
• Ensure that required retail records and checklists are completed.
• Coordinate corrective actions with retail managers.
• Consolidate retail compliance information into the monthly FSMS report.
• Identify recurring non-compliances across outlets and recommend preventive actions.

9. Documentation for External Audits & Regulatory Inspections

• Maintain the organization in a continuous state of audit readiness.
• Coordinate preparation of documentation for FSSAI inspections, customer audits, certification audits, and other regulatory/third-party audits.
• Act as the documentation coordinator during audits.
• Ensure that requested records are retrieved and presented in a timely manner.
• Maintain records of audit observations and regulatory findings.
• Track commitments and deadlines arising from regulatory or certification audits.

10. Food Safety Training & Awareness

• Coordinate food-safety and FSMS training programs with the QA/HR/Training teams.
• Ensure relevant employees are trained on applicable SOPs, GMP/GHP, hygiene, food safety, and regulatory requirements.
• Maintain training calendars and attendance records.
• Monitor completion of mandatory training.
• Support food-safety awareness programs across manufacturing and retail locations.

12. Regulatory Calendar & Compliance Tracker

• Develop and maintain a Regulatory Compliance Calendar.
• Track validity/renewal dates for applicable licenses, registrations, certificates, contracts, testing requirements, and other statutory obligations.
• Maintain reminders for upcoming regulatory submissions, renewals, audits, testing, inspections, and reviews.
• Ensure that no critical compliance requirement expires or remains unattended.

Key Performance Indicators (KPIs)

• monthly FSMS documentation completed on time
• regulatory compliance requirements completed
• Number of overdue compliance actions
• Number of internal audit non-conformities
• CAPA closure rate within agreed timelines
• Repeat non-conformity rate
• SOP compliance percentage
• Audit readiness score
• Number of missed/expired regulatory requirements
• Department-wise documentation compliance
• Timeliness of monthly compliance report
• Number of critical observations during external/regulatory audits

The Regulatory Affairs & FSMS Officer should have the authority to:

• Request required records from any concerned department.
• Identify and report regulatory/food-safety non-compliances.
• Raise internal audit observations.
• Escalate critical food-safety or regulatory deviations.
• Request corrective action from responsible departments.
• Follow up on overdue CAPAs.
• Stop or escalate a process/documentation activity where there is a significant food-safety or regulatory concern, in accordance with the company's escalation procedure.

Candidate Profile

Education

• Bachelor's degree in Food Technology, Dairy Technology, Food Science, Microbiology, Biotechnology, or a related field.

Experience

• Approximately 3–7 years of experience in Regulatory Affairs, QA, FSMS, Food Safety, or Quality Assurance in the dairy, food manufacturing, sweets, FMCG, or related food industry.
• Experience working with dairy products and/or Indian sweets will be preferred.
• Experience coordinating across Production, QC, Maintenance, Warehouse, and Retail will be highly desirable.

Job Posting Location.

Mumbai. If needed, will have to travel to other Company locations.

Working hours: 9 hours per day

Work week: 6 days per week

Mandatory working on all festival days.

Job Requirements

Will have to travel to other locations as and when required.