Job Title: Document SpecialistJob DescriptionWe are looking for a high-performing Document Specialist responsible for creating, organizing, managing, and maintaining documentation of the company’s paper and digital files related to processes, procedures, policies, and regulatory compliance requirements. The ideal candidate will have excellent organizational skills, strong attention to detail, and the ability to work effectively in a dynamic, fast-paced environment.Responsibilities
Maintain document control processes to ensure documents are current, accessible, and properly managed throughout their lifecycle.
Change and update documents as needed.
Participate in internal audits and regulatory inspections.
Oversee the storage and retrieval of documents, ensuring everything is labeled and stored correctly.
Maintain document retrieval systems and procedures to facilitate easy access, retrieval, and distribution of documents.
Manage multiple documents, versions, and revisions effectively, ensuring documentation processes are streamlined and efficient.
Review, edit, and format documents accurately, identifying errors, inconsistencies, and non-compliance issues.
Issue and maintain records of customer submittals.
Maintain customer-owned material inventory process, ensuring inventory is correct and current.
Communicate and collaborate effectively, convey information clearly and accurately, and facilitate document reviews, approvals, and revisions.
Greet visitors at the front door.
Perform administrative tasks such as expense reports and PO creation for the VP.
Essential Skills
Proficiency in Microsoft Office.
3-5 years of administrative experience, with a bonus if the experience involves document preparation, editing, and prooing.
Attention to detail.
Independent thinking, strong organizational and planning abilities, and excellent analytical and problem-solving skills.
Strong written, verbal, and presentation skills.
Additional Skills & Qualifications
Experience in regulated environments such as banking or financial sectors, verifying attention to detail and process orientation.
Work EnvironmentThe role is onsite from Monday to Friday, 8:30 AM to 5:00 PM with some flexibility. The office is in an open desk/pit format, with the desk located at the front to greet visitors upon arrival. The office is connected to a machine shop part of the facility. About Aston Carter: Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.Diversity, Equity & Inclusion At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:
Hiring diverse talent
Maintaining an inclusive environment through persistent self-reflection
Building a culture of care, engagement, and recognition with clear outcomes
Ensuring growth opportunities for our people
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.
