Document Administrator
About The Position
The Document Administrator provides customers with timely, accurate documentation while supporting data entry, administrative tasks, and customer service needs. The role manages high volumes of customer documentation requests and collaborates with internal teams and suppliers to ensure required materials are complete, current, and delivered efficiently. The position handles customer documentation requests, prepares and sends required records, coordinates supplier documents and questionnaires, and reviews materials for completeness, accuracy, expiration dates, and consistency. It also maintains documentation and tracking records, communicates request status to customers and internal stakeholders, and coordinates with Sales Support, Regional Sales Managers, Quality, Operations, and suppliers to resolve questions and meet customer requirements. The Document Administrator also assists with sample requests, reporting, audits, special projects, administrative support, and continuous-improvement initiatives. The position is based at H&W Ingredients in Brookfield, Illinois, and follows a 40-hour hybrid schedule split between the office and home as approved by the manager.
Requirements
- Bachelor's degree required.
- Calm, organized, patient, diplomatic, and confident demeanor when working with staff and customers.
- Advanced attention to detail and accuracy.
- Ability to prioritize a wide-ranging workload and work independently.
- Ability to communicate verbally and in writing with internal and external customers.
- Working knowledge of Microsoft Office applications, including Word, Excel, and Outlook.
- Ability to collaborate with colleagues, vendors, and customers.
- Ability to manage multiple requests, deadlines, and follow-up activities while maintaining accurate records.
- Experience with ERP systems and customer or supplier documentation portals.
- Ability to follow document-control procedures, protect confidential information, and maintain version accuracy.
- Proficiency in Excel functions used for tracking, reconciliation, status reporting, and data maintenance.
- Strong customer-service orientation, sound judgment, professional follow-through, and ability to recommend practical workflow improvements.
Nice To Haves
- Food Science background preferred.
- Experience with TraceGains preferred.
- Sage experience preferred.
- Familiarity with product specifications, safety data sheets, certificates of analysis, allergen statements, and other food-ingredient or regulated-industry documentation preferred.
Responsibilities
- Respond to high volumes of customer documentation requests by email or phone.
- Support designated customers in the TraceGains third-party document portal.
- Prepare and send customer-required documentation.
- Request missing documents and customer questionnaires from suppliers.
- Route, complete, and return customer questionnaires in a timely manner.
- Follow up regularly with suppliers to meet customer expectations.
- Review documentation for completeness, accuracy, expiration dates, and consistency before release to customers.
- Maintain current certificates, specifications, safety data sheets, allergen statements, regulatory documents, and other supplier records.
- Escalate overdue, incomplete, or conflicting documentation to the appropriate internal contact and track issues through resolution.
- Run customer history reports in Sage.
- Maintain a daily spreadsheet of customer document requests.
- Serve as a liaison between customers and suppliers regarding quality documents and questionnaires.
- Work with Sales Support to ensure proper documentation and collaborate with Sales Support and Regional Sales Managers to clarify customer documentation requirements.
- Provide timely status updates to customers and internal stakeholders regarding open requests.
- Research and resolve routine documentation questions, coordinating with Quality, Operations, Sales, and suppliers as needed.
- Identify recurring customer needs and recommend improvements to processes, templates, or communications.
- Assist with sample requests and follow up to support prompt service.
- Maintain organized electronic files, templates, and current approved customer and supplier documentation.
- Provide backup administrative support, perform data entry, and assist with special projects and audits as assigned.
- Prepare routine reports, update tracking logs, and distribute completed records to appropriate internal stakeholders.
- Coordinate internal review and approval of customer documentation to ensure technical information is accurate and current.
- Help maintain contact lists, product information, shared templates, and departmental reference resources.
- Document procedures and contribute to continuous-improvement initiatives that reduce response time and improve record accuracy.
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What This Job Offers
Job Type
Full-time
