Administrative Assistant

Aston Carter; Rockford (IL); On-site; USD 28,000 - 30,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Life Insurance (Voluntary)

Job summary

Aston Carter is seeking an Administrative Documentation Specialist in Rockford, IL for a 60-day minimum contract. This fully onsite role supports document management across Operations, Customer Service, Training and Leadership, handling formatting, updates, and audits.

The ideal candidate has 1–3 years in office support, strong MS Office skills, keen attention to detail, and the ability to manage multiple tasks independently while collaborating cross-functionally.

Qualifications

• 1–3 years of administrative support, data entry, document management, or records management experience.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and Teams.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to manage multiple projects and deadlines simultaneously.
• High school diploma or GED.
• Strong written and verbal communication skills.
• Comfortable learning new software and document management systems.
• Ability to work independently while collaborating effectively with cross-functional teams.

Responsibilities

• Organize, update, and maintain electronic business documents, forms, policies, procedures, and training materials.
• Review existing documents for accuracy, completeness, formatting consistency, and version control.
• Format and edit documentation using Microsoft Word, Excel, and other Microsoft Office applications.
• Upload, file, archive, and maintain electronic records within company document management systems.
• Create and maintain organized filing structures to ensure documents remain accessible and easy to locate.
• Track document revisions and ensure the most current documentation is available to employees.
• Collaborate with department leaders to gather, update, and organize information for documentation projects.
• Assist with preparing documentation for internal reviews, audits, and compliance-related activities.
• Perform data entry and record maintenance tasks while maintaining a high level of accuracy.
• Scan, file, index, and process documents in both physical and electronic formats as needed.
• Support onboarding and training initiatives by organizing and maintaining training documentation.
• Communicate with various departments to collect missing information and ensure documentation is current.
• Assist with special administrative projects and process improvement initiatives.
• Maintain confidentiality of company documentation and business information.
• Provide general administrative support to the Quality and Operations teams as needed.

Skills

MS Office Proficiency

Attention to detail

Time management

Organizational skills

Communication skills

Independent worker

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Job description

Work Environment

This role is 100% onsite in a professional office environment attached to a large distribution center. The schedule is Monday through Friday, approximately 8:00 a.m. to 5:00 p.m.

(60-Day Contract Minimum)

Work Environment

This role is 100% onsite in a professional office environment attached to a large distribution center. The schedule is Monday through Friday, approximately 8:00 a.m. to 5:00 p.m.

You will work alongside a collaborative team supporting business documentation, records management, and administrative projects that impact multiple departments across the organization. This position offers valuable experience with document management, business processes, compliance-related documentation, and cross-functional coordination in a growing organization.

Description

We are seeking a highly organized and detail-oriented Administrative Documentation Specialist to support a company-wide document organization and maintenance initiative. This role will focus on reviewing, organizing, formatting, updating, and maintaining business documentation to ensure records are accurate, consistent, and easily accessible across departments.

This is an excellent opportunity for someone with a strong administrative background who enjoys working with documents, data, filing systems, and process-related materials. The ideal candidate is comfortable working independently, managing large volumes of information, and ensuring accuracy in a fast-paced office environment.

The position will work closely with teams across Operations, Customer Service, Training, and Leadership to organize existing documentation, update records, and support administrative projects.

Responsibilities

• Organize, update, and maintain electronic business documents, forms, policies, procedures, and training materials.
• Review existing documents for accuracy, completeness, formatting consistency, and version control.
• Format and edit documentation using Microsoft Word, Excel, and other Microsoft Office applications.
• Upload, file, archive, and maintain electronic records within company document management systems.
• Create and maintain organized filing structures to ensure documents remain accessible and easy to locate.
• Track document revisions and ensure the most current documentation is available to employees.
• Collaborate with department leaders to gather, update, and organize information for documentation projects.
• Assist with preparing documentation for internal reviews, audits, and compliance-related activities.
• Perform data entry and record maintenance tasks while maintaining a high level of accuracy.
• Scan, file, index, and process documents in both physical and electronic formats as needed.
• Support onboarding and training initiatives by organizing and maintaining training documentation.
• Communicate with various departments to collect missing information and ensure documentation is current.
• Assist with special administrative projects and process improvement initiatives.
• Maintain confidentiality of company documentation and business information.
• Provide general administrative support to the Quality and Operations teams as needed.

Required Qualifications

• 1-3 years of administrative, office support, data entry, document management, or records management experience.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and Teams.
• Strong document formatting and editing skills.
• Excellent attention to detail and accuracy.
• Strong organizational and time management skills.
• Ability to manage multiple projects and deadlines simultaneously.
• High school diploma or GED required.
• Strong written and verbal communication skills.
• Comfortable learning new software and document management systems.
• Ability to work independently while collaborating effectively with cross-functional teams.

Job Type & Location

This is a Permanent position based out of Rockford, IL.

Pay And Benefits

The pay range for this position is $20.00 - $22.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave) Workplace Type This is a fully onsite position in Rockford,IL. Application Deadline This position is anticipated to close on Sep 18, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance:

Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI):

We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.