Regulatory Specialist

Description:

Summary:

The Regulatory Specialist is responsible for ensuring compliance of product formulas within the fragrance and chemical industry. This role oversees the review and approval of formulas to confirm adherence to global regulatory standards. Key duties include evaluating formula documentation, conducting compliance assessments, and maintaining accurate regulatory records. The specialist collaborates with cross-functional teams to support product development, performs risk assessments on formulations, and provides guidance on regulatory requirements throughout the lifecycle of each formula. By acting as a compliance gatekeeper, this position safeguards consumer safety and regulatory alignment.

Requirements:

Essential Duties & Responsibilities:

• Coordinates, prepares, and submits regulatory documents to customers and external parties promptly, ensuring accuracy and compliance.
• Provides support as needed to internal and external key stakeholders to address customer requests.
• Maintains current regulatory data through effective management of compliance systems, safeguarding data integrity and traceability.
• Review and evaluate formulas for compliance with food, cosmetics, and air care regulations, ensuring adherence to global standards.
• Conducts formula risk assessments focusing on allergens, contaminants, and hazardous substances to mitigate potential safety concerns.
• Maintains up-to-date knowledge of existing and emerging regulations, standards, and guidance documents (e.g., IFRA, Food, Cosmetics, Kosher, Organic, Fair Trade, Leaping Bunny) to support continuous compliance and product excellence.
• Prepares and maintains technical files and SOPs; participates in internal and external audits to secure approvals and sustain production.
• Provides regulatory guidance during product development and reformulation, ensuring compliance from concept to launch.
• Ensures adherence to SQF policies and procedures, supporting a robust Safe Food Program.
• Performs additional responsibilities and tasks as assigned, adapting to evolving business and regulatory needs.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Qualifications:

• Education: Bachelor’s degree in a science-related discipline is required.
• Experience: 2 + years of on-the-job experience. Knowledge of Organic Chemistry is a plus. Flavor, Fragrance, and/or Chemical industry experience preferred. Knowledge of SQF, cGMP, and HACCP programs a plus. Knowledge of regulations in DEA, DOT, and EPA a plus.
• Certifications: N/A
• Functional Skills: Ability to apply mathematical concepts such as fractions, percentages, dosages, proportions, and volume. Ability to solve complex problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Integrates complex or diverse information; uses intuition and experience to complement data; designs workflows and procedures; prioritizes and plans work activities; uses time efficiently; sets goals and objectives; demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance.
• Technology Aptitude/Skills: Strong working knowledge and experience with MRP/ERP systems and familiarity with regulatory-related programs is a plus. Proficiency with Microsoft Office products, particularly Excel and Word, are necessary.
• Language Skills: Solid verbal communication skills. Ability to read, analyze and interpret professional journals, technical procedures, governmental regulations, and chemical hazard information and safety procedures. Ability to write correspondence is professional in both content and tone. Ability to effectively present information and respond to questions.
• Leadership/Behaviors Skills: Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops project plans; communicates changes and progress; completes projects on time and on budget; balances team and individual responsibilities; exhibits objectivity and openness to others' views; able to build morale and group commitment to goals and objectives; Treats others with respect and consideration, regardless of their status or position; reacts well under pressure; accepts responsibility for own actions; follows through on commitments; observes quality, safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions.
• Culture Match Behaviors: Enjoys and thrives in a fast-paced, high-growth environment, with a huge drive to create an impact while also being an effective listener, respectful problem-solver, and a collaborative continuous learning team member.

Physical and Sensory Demands / Environmental Conditions / Equipment Used:

• This role routinely uses standard office equipment such as computers, phones, electronic devices, photocopiers, filing systems/cabinets and fax machines.
• Ability to sit at desk for 6+ hours per day.
• Ability to operate keyboard and view computer screen frequently.
• Ability to write ideas/information in a logical flow.
• Cognitive and reasoning ability to frequently read, review and interpret regulatory documents, work orders or processes.
• Ability to read and respond based on business needs and respond in a timely manner.
• Ability to prioritize workload based on business need and the ability to adjust priorities as work objectives change.
• Ability to talk and communicate with others via phone, in-person, and/or computer frequently.
• Ability to listen to vendors and internal customers, problem-solve, and respond accordingly.
• Ability to think and work independently or with a cross functional team as needed to complete assignments.
• The employee is primarily exposed to a normal office environment with moderate noise.
• The employee is occasionally required to wear suitable Personal Protective Equipment while visiting Operations areas.
• While performing the duties of this job, the employee is regularly exposed to perfumes and airborne particles.
• Approximately 20% of travel, including day trip and overnight, utilizing various modes of transportation. Remote workers are expected to visit the corporate office multiple times per year and/or as needed.
• The work schedule is generally 8-5pm Monday – Friday but may vary (to include evenings and/or weekends) due to travel requirements and business needs.