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Perform records-retention activities, including identifying outdated documents and coordinating disposition in accordance with company policies.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.
As part of our promise to talent, Kelly supports those who work with us through a variety of benefits, perks, and work-related resources. Please note: The following benefits reflect Kelly's general offerings. Eligibility may vary by assignment, location, and job @type. Kelly offers eligible employees voluntary benefit plans including medical, dental, vision, telemedicine, term life, whole life, accident insurance, critical illness, a legal plan, and short-term disability. As a Kelly employee, you will have access to a retirement savings plan, service bonus and holiday pay plans (earn up to eight paid holidays per benefit year), and a transit spending account. In addition, employees are entitled to earn paid sick leave under the applicable state or local plan. Click here (https://www.mykelly.com/help-support-working-with-kelly-us/#Benefits) for more information on benefits and perks that may be available to you as a member of the Kelly Talent Community.
Trust the office staffing pioneer.
Finding the right job isn't always easy. Kelly ® Professional & Industrial takes the guesswork out of your job search by connecting you with great opportunities that work for you. That means your schedule, your interests, and your career plan. In fact, our company created the staffing industry with the goal of connecting people with great office jobs-so you could say we're pretty good at it!
About Kelly
Work changes everything. And at Kelly, we're obsessed with where it can take you. To us, it's about more than simply accepting your next job opportunity. It's the fuel that powers every next step of your life. It's the ripple effect that changes and improves everything for your family, your community, and the world. Which is why, here at Kelly, we are dedicated to providing you with limitless opportunities to enrich your life-just ask the 300,000 people we employ each year.
Kelly is committed to providing equal employment opportunities to all qualified employees and applicants regardless of race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, age, marital status, pregnancy, genetic information, or any other legally protected status, and we take affirmative action to recruit, employ, and advance qualified individuals with disabilities and protected veterans in the workforce. Requests for accommodation related to our application process can be directed to the Kelly Human Resource Knowledge Center. Kelly complies with the requirements of California's state and local Fair Chance laws. A conviction does not automatically bar individuals from employment. Kelly participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.
Kelly may use AI-powered tools during the recruitment and hiring process. For full details, including how Kelly uses AI, your rights, and how to request a reasonable accommodation, visit the Recruitment Artificial Intelligence Notice (https://www.kellyservices.com/hubfs/myKelly/Resources/Employment_Policies/Recruitment-Artificial-Intelligence-Notice.pdf?hsLang=en) .
Kelly Services is proud to be an Equal Employment Opportunity and Affirmative Action employer. We welcome, value, and embrace diversity at all levels and are committed to building a team that is inclusive of a variety of backgrounds, communities, perspectives, and abilities. At Kelly, we believe that the more inclusive we are, the better services we can provide. Requests for accommodation related to our application process can be directed to Kelly's Human Resource Knowledge Center. Kelly complies with the requirements of California's state and local Fair Chance laws. A conviction does not automatically bar individuals from employment.
