Administrative Specialist

Administrative Specialist – Document Control & Records Management

Role Overview:

We are seeking a highly organized and dependable Administrative Specialist to support document management, records retention, and administrative operations within an industrial plant environment.

The successful candidate will manage both physical and electronic records, maintain accurate documentation, coordinate document-control activities across multiple plant locations, and independently organize daily work assignments and site visits. This role is well suited for someone with clerical, administrative, records-management, or document-control experience who is detail-oriented and comfortable working in an industrial setting.

Key Responsibilities:

• Maintain, organize, and update operational records and documentation.
• File paperwork in binders and ensure records are complete, accurate, properly labeled, and readily accessible.
• Perform records-retention activities, including identifying outdated documents and coordinating disposition in accordance with company policies.
• Support legal-hold requirements and ensure documents subject to retention are preserved appropriately.
• Scan, index, and electronically archive documents using company systems.
• Process, organize, and route chemical documentation and other plant-related paperwork.
• Use Microsoft Office applications, including Excel, along with SharePoint, scanners, electronic filing systems, and file-sharing platforms.
• Coordinate document-library maintenance and records activities across multiple plant locations.
• Schedule and prioritize daily assignments, document reviews, and site visits independently.
• Communicate with plant personnel to obtain missing information, resolve documentation issues, and support timely records processing.
• Maintain confidentiality and accuracy when handling operational and potentially sensitive company records.
• Follow applicable plant access, safety, and document-control procedures.

Required Qualifications:

• Experience in administrative support, clerical operations, records management, document control, or a related field.
• Strong organizational skills and exceptional attention to detail.
• Ability to work effectively with both paper-based records and electronic filing systems.
• Basic to intermediate proficiency with Microsoft Office, particularly Excel.
• Ability to work independently, manage competing priorities, and meet established deadlines.
• Strong written and verbal communication skills.
• Professional, dependable, and service-oriented approach when interacting with plant personnel and internal stakeholders.
• Valid driver’s license and reliable transportation.

Preferred Qualifications:

• Experience with SharePoint or similar document-management systems.
• Familiarity with document control, records retention, legal holds, or archival processes.
• Administrative experience in a manufacturing, chemical, refinery, energy, or industrial plant environment.
• Experience coordinating work across multiple facilities or site locations.
• Familiarity with scanning, indexing, file naming, and electronic document-retention practices.

Physical and Work Environment:

• Primarily office-based administrative work within an industrial plant environment.
• Regular handling, lifting, and organization of paper files, binders, boxes, and other records.
• Some access to operating plant areas is required.
• Occasional use of personal protective equipment, including:
• Hard hat
• Safety glasses
• Escape respirator, when required
• Required safety training and PPE instruction will be provided.
• Must be comfortable working around industrial operations and following all site safety requirements.

Travel Requirements:

• Travel between plant locations is required.
• Approximately once per month, travel to a nearby facility—generally about a 40-minute drive—may be required.
• Additional driving between facilities or work areas on site may be necessary.
• Candidates must maintain a valid driver’s license and have reliable transportation.

Ideal Candidate Profile

The ideal candidate is a detail-oriented administrative professional who takes ownership of assigned work, maintains accurate records, and can manage daily responsibilities with limited supervision. This individual is comfortable working with paper and electronic documentation, communicates effectively with plant personnel, and is able to organize records and schedules across multiple industrial locations.