Hybrid Document Administrator - Data & Compliance

Skidmore College; Brookfield (IL); Hybrid; USD 40,000 - 43,000; Full time

Job summary

H&W Ingredients in Brookfield, IL is seeking a Document Administrator to manage high volumes of customer documentation requests, maintain up-to-date certificates and SDS, and coordinate with suppliers and internal teams. The role involves data entry, file maintenance, and ensuring accuracy of all records while supporting audits and special projects.

The position requires a Bachelor’s degree with a Food Science background preferred, and experience with TraceGains is a plus.

Qualifications

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

Responsibilities

• Responds to high volume of documentation requests via email or phone
• Supports customers in third party document portal system – Trace Gains
• Prepares and sends all documentation required by the customer
• Requests missing documents and customer questionnaires from suppliers
• Routes, completes, and returns all Customer Questionnaires in a timely fashion
• Follows up with suppliers to meet customer expectations
• Reviews documentation for completeness, expiration dates, and accuracy before release
• Maintains current certificates, specifications, safety data sheets, allergen statements, regulatory documents, and other supplier records
• Escalates overdue, incomplete, or conflicting documentation to the appropriate internal contact and tracks issues through resolution
• Runs customer history reports in Sage
• Maintains document request spreadsheet for all customer requests daily
• Acts as liaison between the customer and the suppliers regarding quality documents and questionnaires
• Works closely with Sales Support to ensure proper documentation
• Collaborates with Sales Support and Regional Sales Managers to clarify customer documentation requirements
• Provides timely status updates to customers and internal stakeholders regarding open documentation requests
• Researches and resolves routine documentation questions, coordinating with Quality, Operations, Sales, and suppliers as needed
• Identifies recurring customer needs and recommends process, template, or communication improvements
• Assists with sample requests and provides the necessary follow up for expeditious service
• Maintains organized electronic files, templates, and current versions of approved customer and supplier documentation
• Provides backup administrative support, performs data entry, and assists with special projects and audits as assigned
• Prepares routine reports, updates tracking logs, and distributes completed records to appropriate internal stakeholders
• Coordinates internal review and approval of customer documentation to ensure technical information is accurate and current
• Assists with maintaining contact lists, product information, shared templates, and departmental reference resources
• Documents procedures and contributes to continuous-improvement initiatives that reduce response time and improve record accuracy

Job description

H&W Ingredients in Brookfield, IL is seeking a Document Administrator to manage high volumes of customer documentation requests, maintain up-to-date certificates and SDS, and coordinate with suppliers and internal teams. The role involves data entry, file maintenance, and ensuring accuracy of all records while supporting audits and special projects.

The position requires a Bachelor’s degree with a Food Science background preferred, and experience with TraceGains is a plus.