Document Control Specialist / Administrative Assistant

Position Overview

We are seeking a detail-oriented and highly organized Document Control Specialist / Administrative Assistant to support document management, data entry, supplier transparency, and general administrative operations.

This position will be responsible for maintaining accurate physical and electronic filing systems, organizing and archiving documents, updating supplier information, and ensuring documentation complies with established company standards.

The ideal candidate will possess strong Microsoft Word and Excel skills, excellent attention to detail, and the ability to manage multiple administrative responsibilities efficiently. This individual should be comfortable learning new software applications, collaborating with cross-functional teams, and supporting continuous improvements in document control processes.

Key Responsibilities

Document Control & Records Management

• Organize, maintain, file, and archive physical and electronic documents in accordance with established procedures.

• Maintain structured filing systems to ensure documents are easily accessible and retrievable.

• Develop and maintain consistent document naming conventions, categorization, and filing practices.

• Conduct routine document audits to verify accuracy, completeness, and compliance with company standards.

• Ensure records are current, properly organized, and maintained in designated document management systems.

• Support document retention, archival, and retrieval activities.

Data Entry & Supplier Documentation

• Accurately enter, update, and maintain information across multiple databases and software applications.

• Maintain accurate supplier records, documentation, and communication history to support supplier transparency initiatives.

• Review data entries for completeness, consistency, and accuracy.

• Identify and resolve discrepancies in documentation and data records.

• Support administrative reporting and documentation tracking activities.

• Ensure supplier-related information is properly documented and organized.

Microsoft Office & Administrative Support

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

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

• Apply Excel functions and features, including:

  • Formulas and calculations

  • Pivot tables

  • Data organization and manipulation

  • Charts, graphs, and data visualization

• Maintain accurate spreadsheets, reports, and administrative records.

• Assist with general administrative activities and departmental documentation needs.

Cross-Functional Collaboration & Team Support

• Collaborate with internal teams to support ongoing projects and departmental initiatives.

• Communicate effectively with colleagues across multiple departments to facilitate efficient operations.

• Assist with resolving document-related questions, data discrepancies, and administrative issues.

• Participate in team meetings and contribute relevant updates, observations, and recommendations.

• Provide administrative and documentation support to team members as needed.

Software Training & Process Improvement

• Learn and utilize new software applications, document approval platforms, and document management tools.

• Demonstrate initiative in developing proficiency with new systems and technologies.

• Stay informed of document control, records management, and data entry best practices.

• Identify opportunities to improve filing processes, documentation accuracy, and administrative efficiency.

• Support the implementation of improved document management procedures.

Required Qualifications

Education

• High school diploma or equivalent required.

• Associate's or bachelor's degree preferred.

Experience

• Previous experience in document management, records administration, or data entry.

• Experience organizing, filing, maintaining, and archiving physical and electronic documents.

• Strong computer proficiency and ability to work across multiple software applications.

• Experience maintaining accurate records and performing detailed data entry.

• Ability to learn new software applications quickly and efficiently.

Technical Skills

• Proficiency in Microsoft Word, including document creation, editing, and formatting.

• Proficiency in Microsoft Excel, including formulas, pivot tables, and charts/graphs.

• Experience with electronic filing systems and document organization.

• Strong data entry accuracy and records management skills.

• Familiarity with additional administrative or document management software is beneficial.

Preferred Qualifications

• Associate's or bachelor's degree in Business Administration or a related field.

• Previous administrative support experience.

• Experience working in a Quality Assurance (QA) environment.

• Familiarity with document approval platforms or electronic document management systems.

• Experience maintaining supplier records or supporting supplier documentation processes.

• Experience conducting document audits or supporting documentation compliance.

Core Competencies

• Strong attention to detail and accuracy.

• Excellent organizational and time management skills.

• Ability to prioritize multiple tasks and meet deadlines.

• Strong written and verbal communication skills.

• Effective interpersonal and teamwork abilities.

• Ability to work independently and collaboratively.

• Strong problem-solving and analytical skills.

• Adaptability and willingness to learn new technologies.

• Proactive approach to process improvement.

• Commitment to maintaining accurate and organized records.

Physical Requirements

• Ability to safely lift and handle items weighing approximately 15–20 pounds on a regular basis.

• Ability to sit or stand for extended periods.

• Ability to perform document filing, archival, and administrative activities as required.