Document Control Specialist (Hybrid) – TraceGains

H&W Ingredients Inc.; Oak Brook (IL); Hybrid; USD 45,000 - 65,000; Full time

Job summary

H&W Ingredients Inc. is seeking a detail-oriented Document Administrator to handle documentation requests, data entry, and customer service support. The role collaborates with internal teams and suppliers to ensure materials are complete, current, and delivered efficiently.

Responsibilities include responding to inquiries, supporting TraceGains portals, maintaining records, and generating routine reports. A Bachelor's degree is required and experience with TraceGains is preferred; a hybrid

Qualifications

• Bachelor's degree required; Food Science background preferred.
• Experience with TraceGains is preferred.

Responsibilities

• Respond to high volume of documentation requests by email or phone.
• Manage third-party document portal (TraceGains) for specific customers.
• Prepare and send all documentation required by customers.
• Request missing documents and questionnaires from suppliers.
• Review documentation for completeness, accuracy, and regulatory compliance.
• Maintain current certificates, SDS, allergen statements, and supplier records.
• Escalate overdue or conflicting documentation and track resolution.
• Run customer history reports in Sage and maintain tracking logs.
• Coordinate with Sales Support and regional managers to clarify requirements.

Skills

Attention to detail

Organizational skills

Customer service orientation

Effective communication

Multitasking

Education

Bachelor's degree

Food Science background

Tools

TraceGains

Sage

Excel

Word

Outlook

Job description

H&W Ingredients Inc. is seeking a detail-oriented Document Administrator to handle documentation requests, data entry, and customer service support. The role collaborates with internal teams and suppliers to ensure materials are complete, current, and delivered efficiently.

Responsibilities include responding to inquiries, supporting TraceGains portals, maintaining records, and generating routine reports. A Bachelor's degree is required and experience with TraceGains is preferred; a hybrid