Document Associate Jobs in Chicago, IL (NOW HIRING)

About us

Smalley is the global manufacturing leader of precision metal formed products - known for our Spirolox retaining rings and Crest-to- Crest wave springs. Our success is propelled by our inventive spirit, devoted team members, extensive engineering proficiency, and technical ability, cultivated by over 100 years of manufacturing excellence. We supply to industries including aerospace, automotive, medical, energy, robotics and industrial machinery - supporting over 70% of the Fortune 500 global manufacturers. We are proud of our commitment to delivering innovative, high-quality products, relentless pursuit of improvement, and unwavering dedication to providing excellent service to our valued customers.

Why Smalley?

At Smalley, we take pride in cultivating an inclusive work environment that values creativity, collaboration and diversity. We believe in our associates' unique perspectives that they bring to every challenge, which is why we will empower you to push the boundaries of what is possible. We are committed to nurturing an enjoyable work atmosphere demonstrated through activities such as Spirit Days, Cancer Awareness events, Health and Wellness activities, and fun sports opportunities to play in basketball, bags, and ping pong tournaments!

We Offer

• Competitive compensation and benefits package as well as: Medical, Dental, Vision, 401k match, Life insurance, Tuition Reimbursement, PTO, and more!

• Opportunities for career advancement and professional growth

• Ongoing learning and training and development opportunities

• Company and department led team-building activities and events

Job Summary

The Documentation Specialist plays a vital role in supporting Smalley's Quality and Production departments by managing the creation, review, and archival of critical technical documents. This role ensures that all Standard Operating Procedures (SOPs), work instructions, and production records (such as batch records or inspection reports) are accurate, compliant with industry standards, and readily retrievable for audits.

Key Responsibilities

Document Control & Development

• Procedure Support: Draft, edit, and format technical documents, includingStandard Operating Procedures (SOPs)andWork Instructions (WIs), by translating complex manufacturing processes into clear, user-friendly instructions.

• Lifecycle Management: Coordinate the approval process for new or revised documents, ensuring proper version control and the removal of obsolete versions from the production floor.

• QMS Alignment: Maintain theQuality Management System (QMS)documentation to ensure alignment with ISO or other regulatory standards.

Quality & Production Record Review

• Record Audit: Review production batch records and quality inspection reports for accuracy, completeness, and adherence toGood Documentation Practices (GDP).

• Compliance Checks: Ensure all required documentation is present and error-free before records are finalized or submitted for release.

• Collaboration: Partner with production and quality teams to resolve gaps or discrepancies found during record reviews.

Archiving & Retrieval

• Records Management: Manage the physical and digital storage of controlled documents, ensuring they are organized for easy retrieval during internal or external audits.

• System Maintenance: Input and update document metadata in the company's electronic document management system (EDMS) or ERP system.

• Archival Compliance: Oversee the secure destruction of expired records and the long-term preservation of permanent quality records according to retention policies.

Qualifications

• Education: Associate degree in a technical or business field; a Bachelor's degree is a plus.
• Experience: 2-5 years of administrative or documentation experience in a manufacturing, aerospace, or medical device environment.
• Technical Skills:
  • Strong proficiency inMicrosoft Office Suite(Word, Excel, PowerPoint).
  • Familiarity withERP systems(e.g., SAP) orDocument Management Software.
  • Knowledge ofGood Manufacturing Practices (GMP)and ISO quality standards.
• Soft Skills: Extreme attention to detail, strong organizational skills, and the ability to work independently in a fast-paced environment.

Physical & Environmental Requirements

• Role is primarily office-based but requires occasional presence on the production floor.
• Ability to lift up to 30 lbs (e.g., archival boxes).

Apply today and discover the opportunities that await you!

A reasonable estimate of the hourly pay range for this role is $20.00 - $22.00 USD. Please note that actual salaries may vary within the range, or be above or below the range, based on factors including, but not limited to, education, training, experience, professional achievement, business need, and location.This role is bonus/and or incentive eligible.

EEO/Affirmative Action Smalley is an equal opportunity employer and believes in equal opportunity for all employees and applicants. Accordingly, all employment decisions are based on the principles of equal opportunity. These decisions include recruitment, selection, promotion, transfer, discipline, compensation, benefits, training, and other personnel actions involving persons in all job titles and shall occur without regard to race, color, religion, sex, pregnancy (including childbirth and related conditions), age, national origin, disability, genetic information, veteran or military status, sexual orientation, gender identity, creed, ancestry, marital status, or any other legally protected class as recognized by applicable law.

You may be eligible for the following competitive benefits: medical, dental vision, life, accident & disability, parental leave, tuition reimbursement, employee assistance program, paid holidays, paid time off and 401(k).

Should you need further assistance to apply to any of our job postings or have any general questions, please contact us at 847-719-5900.