Document Control Specialist

Aston Carter • Rockford, IL

2d • $20 - $22 • Onsite

About The Position

The 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.

Requirements

• 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.

Nice To Haves

• 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.

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.

Benefits

• 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)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED