Administrative Documentation Specialist – Onsite

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

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Job summary

Aston Carter is hiring an Administrative Documentation Specialist for a 60-day minimum onsite role in Rockford, IL. The position supports a company-wide document organization initiative, maintaining records, formatting documents, and ensuring accuracy across departments.

You will work with Operations, Customer Service, Training, and Leadership to organize existing documentation, update records, and assist with audits and compliance activities.

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.

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

Document management

Time management

Communication

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Job description

Aston Carter is hiring an Administrative Documentation Specialist for a 60-day minimum onsite role in Rockford, IL. The position supports a company-wide document organization initiative, maintaining records, formatting documents, and ensuring accuracy across departments.

You will work with Operations, Customer Service, Training, and Leadership to organize existing documentation, update records, and assist with audits and compliance activities.