Description
A mid-sized building materials manufacturing company based in the Chicago metro area is looking for an experienced Records & Document Control Specialist to join its administrative operations team. We're growing, and as part of that growth we launched an internal project to digitize our entire paper archive — which means we need someone who doesn't just file documents, but builds the system around them.
What you'll be doing day to day:
- Processing inbound and outbound correspondence: logging, routing, tracking completion deadlines on action items — typical daily volume runs 80–120 items;
- Developing and maintaining the company's file plan (records retention schedule) in accordance with applicable federal and Illinois state recordkeeping regulations;
- Conducting a full-scale review of paper records from 2015–2023: organizing, assessing retention status, and coordinating destruction of eligible files under signed disposition authorities;
- Leading the conversion of physical records to digital: scanning, quality-checking resolution and orientation, indexing with full metadata sets (date, counterparty, file number, keyword tags), and uploading into the ECM platform;
- Working in the company ERP system — logging contracts, tracking approval workflows, monitoring document status;
- Coordinating across departments (accounting, legal, HR, production): collecting signatures, routing originals, following up on submissions to the archive;
- Liaising with third-party scanning vendors and shredding contractors.
What we're looking for:
- 2+ years of experience as a records manager, document control specialist, or archivist;
- Hands-on experience with an ECM platform (Laserfiche, SharePoint, OpenText, or similar);
- Familiarity with ERP document registration and basic reporting;
- Working knowledge of records management standards (ARMA GARP, ISO 15489);
- Sharp attention to detail, ability to stay composed during quarter-end rushes, careful handling of originals.
A note on working conditions:
Part of the archive is stored in a lower-level area with limited ventilation — PPE is provided when working with paper collections. Peak workload periods occur at fiscal quarter close and during audit preparation.
What we offer:
- Full-time, on-site position at our Chicago, IL office;
- Monday–Friday, 8:30 AM–5:30 PM;
- Health, dental, and vision insurance; 401(k) with company match; paid PTO and 10 federal holidays;
- Salary: $4,800/month ($57,600 annualized), with performance review after 90-day probationary period.