Document Control Specialist

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

Benefits offered by this job

Medical benefits

Dental & vision

401(k)

Life insurance

Disability insurance

HSA

Transit benefits

Employee assistance

Job summary

Aston Carter is seeking a Temporary Document Control Specialist for a 60-day contract based in Rockford, IL. This role focuses on developing, organizing, maintaining, and governing controlled documentation within the Quality Management System (QMS), including SOPs, work instructions, and training materials.

You will manage the document lifecycle, partner with SMEs, ensure compliance, support audits, and drive continuous improvement.

Qualifications

• 1–2 years of experience using Microsoft Word and Excel formatting.
• 1–2 years of experience in administrative support, document control, HR or training coordination, or similar document-heavy roles.
• Experience in a regulated quality/compliance environment.
• High school diploma or GED.
• Strong document control and archival practices.
• Proficiency in data entry, filing, scanning, and document imaging.

Responsibilities

• Develop, standardize, and maintain controlled documentation including SOPs, work instructions, process flows, policies, the Quality Manual, and related forms.
• Manage the full document lifecycle, including creation, revision, approval, version control, distribution, and archival of documentation.
• Partner with subject matter experts and department leaders to ensure documentation accurately reflects current processes and operational needs.
• Maintain document control systems to ensure proper organization, accessibility, and compliance across all departments.
• Ensure all documentation aligns with quality standards, regulatory expectations, and internal policies.
• Support internal and external audits by providing accurate, up-to-date documentation and helping ensure audit readiness.
• Monitor and identify gaps, inconsistencies, or outdated documentation and drive updates to improve clarity and effectiveness.
• Align training materials and onboarding content with controlled documentation to ensure consistent execution of processes.
• Support change management by ensuring document updates are properly reviewed, approved, communicated, and implemented.
• Promote a culture of standardization, accountability, and continuous improvement across the organization.
• Provide administrative and documentation support for cross-functional quality and process improvement initiatives when needed.
• Review, organize, and update documentation in preparation for upcoming audits, ensuring materials are complete and audit-ready.
• Collaborate closely with quality, operations, distribution, and other teams to understand processes and translate them into clear documentation.
• Format, upload, and manage documents using Microsoft Office tools on a repeated and consistent basis.
• Perform data entry, filing, scanning, document imaging, and document processing tasks to maintain accurate records.
• Support document review activities to verify accuracy, completeness, and compliance with established policies and procedures.

Skills

Attention to detail

Document control

Strong communication

Cross-functional collaboration

Administrative skills

Organizational skills

QMS familiarity

Education

High school diploma or GED

Tools

Confluence

Microsoft Office

Job description

Job Title: Temporary Document Control Specialist

(60 day contract minimum)

Job Description

eThe Document Control Specialist is responsible for developing, organizing, maintaining, and governing controlled documentation within the Quality Management System (QMS). This role ensures that standard operating procedures (SOPs), work instructions, training materials, and process documentation are accurate, current, and consistently applied across the organization. The position works cross-functionally with Operations, Customer Experience, Quality, and other departments to drive standardization, compliance, and continuous improvement. This is an excellent opportunity for someone with an administrative or document-heavy skillset to gain hands-on exposure to quality systems, compliance, process documentation, and audit support while contributing to meaningful, business-critical work.

Responsibilities

• Develop, standardize, and maintain controlled documentation including SOPs, work instructions, process flows, policies, the Quality Manual, and related forms.
• Manage the full document lifecycle, including creation, revision, approval, version control, distribution, and archival of documentation.
• Partner with subject matter experts and department leaders to ensure documentation accurately reflects current processes and operational needs.
• Maintain document control systems to ensure proper organization, accessibility, and compliance across all departments.
• Ensure all documentation aligns with quality standards, regulatory expectations, and internal policies.
• Support internal and external audits by providing accurate, up-to-date documentation and helping ensure audit readiness.
• Monitor and identify gaps, inconsistencies, or outdated documentation and drive updates to improve clarity and effectiveness.
• Align training materials and onboarding content with controlled documentation to ensure consistent execution of processes.
• Support change management by ensuring document updates are properly reviewed, approved, communicated, and implemented.
• Promote a culture of standardization, accountability, and continuous improvement across the organization.
• Provide administrative and documentation support for cross-functional quality and process improvement initiatives when needed.
• Review, organize, and update documentation in preparation for upcoming audits, ensuring materials are complete and audit-ready.
• Collaborate closely with quality, operations, distribution, and other teams to understand processes and translate them into clear documentation.
• Format, upload, and manage documents using Microsoft Office tools on a repeated and consistent basis.
• Perform data entry, filing, scanning, document imaging, and document processing tasks to maintain accurate records.
• Support document review activities to verify accuracy, completeness, and compliance with established policies and procedures.

Essential Skills

• 1–2 years of experience using Microsoft Office, including Word and Excel formatting.
• 1–2 years of experience in administrative support, document control, HR or training coordination, or similar document-heavy roles.
• Experience working in an environment where quality and compliance are regulated by policies and procedures.
• High school diploma or GED.
• Strong document control and document management skills, including version control and archival.
• Proficiency in data entry, filing, scanning, and document imaging.
• Ability to process, organize, and manage electronic documentation effectively.
• Extreme attention to detail and accuracy in handling documentation.
• Strong documentation skills, including the ability to format and upload documents consistently using Microsoft Office.
• Administrative skills with a focus on organization and follow-through.
• Quality assurance mindset with an understanding of policy- and process-driven environments.
• Ability to review documents for completeness, consistency, and adherence to procedures.
• Strong communication skills to work effectively with cross-functional stakeholders.
• Ability to collaborate across functions and build productive working relationships.

Additional Skills & Qualifications

• Experience with Quality Management Systems (QMS), preferably using tools such as Confluence.
• Experience managing, processing, or organizing SOPs, regulatory documentation, or compliance paperwork, primarily in electronic formats.
• Experience in a logistics, shipping, or warehouse environment.
• Comfort working in unfamiliar processes and learning new workflows quickly.
• Adaptability and willingness to learn new systems, standards, and documentation practices.
• Fast learner with the ability to handle changing priorities and deadlines.
• Positive attitude toward training, coaching, and feedback.
• Process-, policy-, and quality-oriented mindset.
• Experience with document processing, document review, and document imaging in a business environment.
• Exposure to audit support activities or compliance-related documentation work.

Work Environment

This role is based 100% onsite in a modern office facility attached to a large distribution center, providing direct exposure to operations and quality activities in a worldwide organization. The typical schedule is Monday through Friday, approximately 8:00 a.m. to 5:00 p.m. You will work as part of a small, collaborative team of quality professionals focused on quality documentation and continuous improvement. The environment is professional, organized, and process-driven, with regular interaction across operations, distribution, customer experience, and quality teams. Standard office technologies and equipment are used, including Microsoft Office and QMS tools, with a focus on electronic document management. The office setting supports focused, detail-oriented work while offering opportunities to engage with cross-functional stakeholders and gain insight into how a growing company manages quality, compliance, and distribution operations.

Job Type & Location

This is a Contract 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.

• 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 17, 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.