Hybrid Document Administrator - Detail-Driven Documentation

H&W Ingredients Inc.; Brookfield (IL); Hybrid; USD 40,000 - 43,000; Full time

Job summary

H&W Ingredients Inc. in Brookfield, IL seeks a meticulous Document Administrator to manage high volumes of customer documentation, coordinate with suppliers, and ensure timely, accurate records.

You will support TraceGains and Sage ERP workflows, maintain certifications and safety data sheets, respond to inquiries, and collaborate with Sales Support and Operations to meet customer expectations in a hybrid 40-hour week.

Qualifications

• Bachelor’s degree required; Food Science background preferred.
• Experience with TraceGains preferred.
• Strong attention to detail and accuracy.

Responsibilities

• Responds to high volume of documentation requests from customers via email or phone.
• Supports specific customers in third party document portal system – TraceGains.
• Prepares and sends all documentation required by the customer.
• 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.
• Runs customer history reports in Sage.
• Maintains document request spreadsheet for all customer requests daily.
• 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.

Skills

Attention to detail

Time management

Communication skills

Microsoft Office

ERP systems

TraceGains

Sage

Data entry

Education

Bachelor's degree in Food Science

Tools

TraceGains

Sage

Office Suite

Job description

H&W Ingredients Inc. in Brookfield, IL seeks a meticulous Document Administrator to manage high volumes of customer documentation, coordinate with suppliers, and ensure timely, accurate records.

You will support TraceGains and Sage ERP workflows, maintain certifications and safety data sheets, respond to inquiries, and collaborate with Sales Support and Operations to meet customer expectations in a hybrid 40-hour week.