Internship - Document Management

Description

Position: Internship 

Location: 531 West Poplar Avenue| Tipton | CA | 93272 or Visalia 12310 Avenue 368 | Visalia | CA | 93291

Hourly Rate: $18.00 hour

Shift: Days M- F

Job Summary

The Document Management Intern supports the Quality Assurance (QA), Environmental Health & Safety (EHS), Food Safety, and Human Resources (HR) Departments through the organization, maintenance, and continuous improvement of controlled company documents and records. This role assists with document control workflows, supports regulatory and internal compliance requirements, helps prepare and distribute updated documents, and contributes to cross-department initiatives. The intern will also provide basic English–Spanish translation support for forms, policies, and training materials as needed.. 

Primary Responsibilities

• Uphold all Food Safety, GMP, personal hygiene, and safety requirements, including proper PPE use and reporting of food safety or quality concerns.
• Assist with organizing, storing, and retrieving company documents and records.
• Maintain document management systems (e.g., SharePoint) to ensure documents are current, accessible, and properly controlled.
• Support document control workflows, including formatting, version control, routing for approval, publishing updates, and archiving outdated documents.
• Review documents for completeness, accuracy, and alignment with company document standards and record-retention requirements.
• Support periodic review processes for Food Safety/Quality Systems, EHS, and HR documents and assist the Technical Trainers with updates to SOPs, forms, policies, and controlled documents.
• Serve as a point of support for document-related questions from internal departments and assist with distributing updated documents to stakeholders.
• Participate in internal meetings, cross-functional projects, and document review discussions to promote consistency and compliance.
• Assist with basic English–Spanish translation of forms, communications, and training materials under supervision; coordinate with external translation resources as needed.
• Identify opportunities to improve document workflows, organization, and system efficiency.
• Support periodic internal audits of document management practices for alignment with SQF and regulatory requirements.
• Prepare simple summaries or reports on document status, updates, or translation activities.
• Draft at least three (3) policies based on identified business needs with guidance from FSQS Manager, EHS Manager, Technical Trainers and HR Directors. 
• Contribute to improving document accuracy by completing at least one small-scale workflow or organizational improvement project during the internship term.
• Assist in the successful completion of one full-cycle document review or audit (e.g., annual review for QA/EHS/HR or an SQF document audit), documenting key findings or updates.
• Perform other general administrative duties as required or requested in support of the Food Safety/Quality Systems, EHS and HR Departments.

Qualifications and Education Requirements

• Currently pursuing or recently completed a degree in Information Management, Business Administration, Communications, Environmental Science, Food Science, Human Resources, Safety, or a related field.
• Requirements for Undergraduate Students: Current enrollment in an accredited college or university with at least 60 credit hours in good academic standing.
• Possess excellent verbal and written communication skills, with intermediate to advanced knowledge of Outlook, PowerPoint, Word, and Excel.
• Intermediate to Advanced experience using SharePoint and Microsoft Teams.
• Highly organized, self-motivated individual who can work independently as well as work effectively in a collaborative team environment.
• Bilingual English/Spanish preferred; basic translation experience a plus.

Qualifications