Document Control Administrator - I

Position Description

The Document Control Administrator I (Document Control Specialist / Quality Administrative Assistant) is responsible for organizing, managing, and maintaining both physical and digital documentation in accordance with company standards. This role ensures data accuracy and integrity, supports supplier transparency initiatives, and facilitates efficient communication across departments. The ideal candidate is detail-oriented, proficient in Microsoft Office applications, and eager to learn new systems to enhance document management and team operations.

Key Responsibilities

Document Management

• Organize, file, and archive physical and electronic documents systematically.
• Develop and maintain consistent naming conventions and categorization to ensure easy retrieval.
• Conduct routine audits to verify document accuracy, currency, and compliance with company standards.

Data Entry

• Accurately enter and update data across systems while maintaining high attention to detail.
• Support supplier transparency by managing and tracking supplier data and communications.

Software Proficiency

• Utilize Microsoft Word to create, format, and edit documents professionally.
• Use Microsoft Excel for data management, including formulas, pivot tables, and charts/graphs.
• Adapt quickly to new software tools, including document approval and workflow management systems.

Collaboration and Support

• Partner with cross-functional teams to support ongoing projects and quality initiatives.
• Communicate effectively across departments to ensure smooth operations and timely issue resolution.
• Actively participate in team meetings, providing input and feedback to enhance departmental processes.

Learning and Development

• Demonstrate initiative in learning new software applications and document control systems.
• Stay informed on best practices for document management, quality administration, and data integrity.

Skills & Qualifications

Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.

• Proven experience in document management, administrative support, or data entry; experience in Quality Assurance is a plus.
• Strong proficiency in Microsoft Word and Microsoft Excel; familiarity with additional software systems is advantageous.
• Excellent attention to detail and accuracy in both documentation and data entry.
• Strong organizational and multitasking abilities, with the capacity to prioritize effectively.
• Effective verbal and written communication skills, with a collaborative and professional approach.
• Proactive, adaptable, and quick to learn new tools and technologies.

Education

Minimum: High school diploma or equivalent.
Preferred: Associate’s or Bachelor’s degree in Business Administration, Quality, or a related discipline.