Administrative Assistant

Administrative Documentation Specialist

We are seeking a highly organized and detail-oriented Administrative Documentation Specialist to support a company-wide document organization and maintenance initiative. This role will focus on reviewing, organizing, formatting, updating, and maintaining business documentation to ensure records are accurate, consistent, and easily accessible across departments.

This is an excellent opportunity for someone with a strong administrative background who enjoys working with documents, data, filing systems, and process-related materials. The ideal candidate is comfortable working independently, managing large volumes of information, and ensuring accuracy in a fast-paced office environment.

The position will work closely with teams across Operations, Customer Service, Training, and Leadership to organize existing documentation, update records, and support administrative projects.

Responsibilities

• Organize, update, and maintain electronic business documents, forms, policies, procedures, and training materials.
• Review existing documents for accuracy, completeness, formatting consistency, and version control.
• Format and edit documentation using Microsoft Word, Excel, and other Microsoft Office applications.
• Upload, file, archive, and maintain electronic records within company document management systems.
• Create and maintain organized filing structures to ensure documents remain accessible and easy to locate.
• Track document revisions and ensure the most current documentation is available to employees.
• Collaborate with department leaders to gather, update, and organize information for documentation projects.
• Assist with preparing documentation for internal reviews, audits, and compliance-related activities.
• Perform data entry and record maintenance tasks while maintaining a high level of accuracy.
• Scan, file, index, and process documents in both physical and electronic formats as needed.
• Support onboarding and training initiatives by organizing and maintaining training documentation.
• Communicate with various departments to collect missing information and ensure documentation is current.
• Assist with special administrative projects and process improvement initiatives.
• Maintain confidentiality of company documentation and business information.
• Provide general administrative support to the Quality and Operations teams as needed.

Required Qualifications

• 1-3 years of administrative, office support, data entry, document management, or records management experience.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and Teams.
• Strong document formatting and editing skills.
• Excellent attention to detail and accuracy.
• Strong organizational and time management skills.
• Ability to manage multiple projects and deadlines simultaneously.
• High school diploma or GED required.
• Strong written and verbal communication skills.
• Comfortable learning new software and document management systems.
• Ability to work independently while collaborating effectively with cross-functional teams.

This is a Permanent position based out of Rockford, IL.

The pay range for this position is $20.00 - $22.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • 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)

This is a fully onsite position in Rockford, IL.

This position is anticipated to close on Sep 18, 2026.