Principal Duties and Responsibilities:

The Systems & Data Analyst is a key member of Vita Coco’s Technical Team. This role is responsible for maintaining and supporting the company’s current and future systems, including LIMS, while ensuring data integrity, controlled documentation, and effective reporting.

The position supports data accuracy, governance, and quality decision-making across teams by ensuring information is well-structured, traceable, and clearly visualised.

Responsibilities:

System Administration & Support

• Act as a key systems administrator, supporting day-to-day operations.
• Maintain system master data, configurations, user access, roles, and permissions.
• Support system workflows, templates, forms, and data structures.
• Troubleshoot system issues, perform root cause analysis, and coordinate with vendors and IT teams as required.
• Support system upgrades, enhancements, user acceptance testing (UAT), and change management activities.
• Develop and maintain system SOPs, user guides, and training materials.
• Provide system training and support to internal and external users.

Data Management & Analysis

• Maintain, clean, and structure datasets from multiple sources (e.g. Excel, systems, databases, SharePoint).
• Ensure data accuracy, consistency, and version control across reports and files.
• Perform data analysis to identify trends, gaps, and performance indicators.
• Provide data and analytical support for projects and initiatives as required.
• Support ad-hoc data requests from internal stakeholders.

Data Visualisation & Reporting

• Design, develop, and maintain dashboards and reports using Power BI, Excel, and other BI tools.
• Collect, review, analyse, and report business data to support operational and management decision-making.
• Apply advanced analytics, automation, and AI-enabled tools where appropriate to detect trends, anomalies, and potential out-of-specification conditions.
• Translate complex datasets into clear, actionable insights for non-technical audiences.
• Automate recurring reports to improve efficiency, consistency, and reliability.
• Monitor business KPIs and proactively highlight anomalies or key observations.

Document Control & Governance

• Develop & manage controlled documents such as SOPs, templates, specifications, guidelines, and data & systems records.
• Ensure documents follow established version control, approval workflows, and retention requirements.
• Support internal, customer, and regulatory audits by ensuring documentation is accurate, complete, and traceable.
• Maintain structured document repositories
• Monitor adherence to internal systems and applicable regulatory standards.
• Participate in internal and third-party audits as required.

Process Improvement & Digitalisation

• Support the planning, coordination, and execution of digitalisation and system improvement initiatives to enhance operational processes.
• Act as a point of contact for system, data, and documentation-related queries within the company.
• Identify opportunities to streamline data collection, reporting, and documentation workflows.
• Identify and be part of the implementation of potential AI systems that may improve the optimization of the company processes or generate insights.

Qualifications & Skills:

• Bachelor's Degree in a STEM discipline.
• Fluent in English
• 2 to 5 Years experience supporting enterprise systems, data management, or reporting within the food and beverage industry.
• Hands-on experience with PLM, LIMS, QMS, or similar enterprise systems is highly preferred.
• Strong proficiency in Microsoft Excel.
• Working proficiency in SQL and Python.
• Experience with Power BI or other data visualisation tools.
• Experience with Power Automate or similar workflow automation tools.
• Familiarity with document control, audit requirements, and data integrity principles.
• Understanding of basic project management concepts and tools.
• Flexible to work extended hours to meet critical deadlines.

Nice to Have

• Exposure to system implementation, migration, or validation projects.
• Understanding of data integrity principles (e.g. ALCOA+).
• Experience in AI and machine learning

Personal Characteristics

• Strong team player with collaborative mindset.
• Highly analytical with strong attention to detail.
• Strong problem-solving skills.
• Effective communicator able to engage technical and non-technical stakeholders.
• Comfortable working in a fast-paced, entrepreneurial, high-growth environment.
• Action-oriented: A history of getting things done quickly and efficiently with limited resources.
• Possesses the energy level and results orientation required to succeed in a smaller company environment; roll up your sleeves while keeping your eye on the bigger picture.
• Demonstrates strong ethics and integrity.