Document Control Specialist / Administrative Assistant

Position Overview

We are seeking a detail-oriented and organized Document Control Specialist / Administrative Assistant to manage document filing and archival systems while ensuring accurate data entry and supplier information tracking.

The ideal candidate will have strong document management, administrative support, and computer skills, particularly in Microsoft Word and Excel. This position requires excellent organizational abilities, attention to detail, and a proactive approach to learning new software applications.

The individual will play an important role in supporting daily operations, maintaining accurate records, and collaborating with various departments to ensure efficient workflows.

Position Details

• Position Title: Document Control Specialist / Administrative Assistant

• Assignment Duration: 6 months

• Work Arrangement: 100% On-site

• Required Start Time: 8:00 AM CST

• Physical Requirements: Ability to lift 15–20 lbs regularly and sit or stand for extended periods

Key Responsibilities

Document Management & Control

• Organize, file, and archive physical and digital documents in a systematic and efficient manner.

• Develop and maintain document naming conventions and categorization systems to ensure easy retrieval.

• Maintain accurate and organized filing and archival systems.

• Conduct regular document audits to ensure accuracy, completeness, and compliance with company standards.

• Ensure documents remain current, properly categorized, and accessible to authorized personnel.

Data Entry & Supplier Information Management

• Accurately enter, update, and maintain information across various systems and databases.

• Ensure high levels of accuracy, consistency, and attention to detail when processing data.

• Maintain accurate supplier records, information, and communications to support supplier transparency.

• Review and verify data for completeness and accuracy.

• Support ongoing recordkeeping and data management activities.

Microsoft Office & Software Applications

• Utilize Microsoft Word to create, format, edit, and maintain documents.

• Use Microsoft Excel to organize, manipulate, and analyze data.

• Apply Excel functions and tools, including:

  • Formulas and calculations

  • Pivot tables

  • Charts and graphs

  • Data organization and reporting

• Learn and utilize additional software applications as required.

• Become proficient with document approval platforms and other relevant systems.

Administrative Support & Collaboration

• Provide administrative and operational support to team members and various departments.

• Collaborate with colleagues on projects, initiatives, and daily operational activities.

• Communicate effectively with internal stakeholders to facilitate efficient workflows and resolve issues.

• Participate in team meetings and contribute relevant feedback and recommendations.

• Assist with coordinating and maintaining accurate documentation across departments.

Process Improvement & Learning

• Demonstrate a proactive approach to learning new software applications and document management tools.

• Stay informed of best practices related to document control, filing, archiving, and data entry.

• Identify opportunities to improve document organization, accuracy, and workflow efficiency.

• Support continuous improvement initiatives related to administrative processes and document management.

Required Qualifications

Education

• High school diploma or equivalent required.

• Associate's or bachelor's degree preferred.

Experience

• Proven experience in document management, filing, archiving, and data entry.

• Previous administrative support or Quality Assurance experience is a plus.

• Experience maintaining accurate records and working with document management systems.

• Familiarity with document approval platforms or related software applications is a plus.

Technical Skills

• Proficiency in Microsoft Word and Excel.

• Experience with Excel formulas, pivot tables, charts, and graphs.

• Strong general computer and data entry skills.

• Ability to quickly learn and adapt to new software programs.

• Familiarity with additional administrative or document management applications is preferred.

Professional Skills

• Strong attention to detail and commitment to accuracy.

• Excellent organizational and multitasking abilities.

• Ability to prioritize tasks and manage competing deadlines.

• Strong written and verbal communication skills.

• Effective interpersonal and teamwork skills.

• Ability to work collaboratively with multiple departments.

• Proactive approach to problem-solving and learning new processes.

• Ability to work independently with minimal supervision.