Administrative Records Specialist

Role overview

As a remote Administrative Records Specialist, you will keep digital and scanned records precise, orderly, easy to find, and aligned with internal compliance standards. The position supports several teams by receiving documents, checking that all required information is present, applying naming rules, and keeping filing structures consistent. You will help maintain a clear record of what arrived, when it was handled, and where it is stored.

This is a fast-paced, high-volume role where efficiency matters, but accuracy, consistency, and confidentiality are essential. Your careful work will improve day-to-day operations, support compliance, and make information accessible when needed.

Key responsibilities

• Process incoming files from shared inboxes, portals, ticketing tools, and cloud-based storage platforms.
• Check document type, mandatory fields, signatures, and supporting attachments for completeness.
• Add standardized metadata such as client or project ID, date, document category, version, and region.
• Make sure all records are indexed in a way that supports quick retrieval.
• Use consistent folder structures and naming conventions across document sets.
• Prepare and convert files when needed, including PDF merging or splitting, image-to-PDF conversion, compression, and version management.
• Keep document libraries structured by separating draft, final, and archived materials.
• Apply retention tags and archive labels according to internal policy.
• Run routine checks to spot duplicates, misplaced records, missing pages, or unreadable files.
• Report discrepancies and send issues to the right stakeholders with clear supporting notes.
• Maintain error logs and contribute ideas that reduce rework and improve the process.
• Keep all stored records accurate and consistent.
• Handle sensitive and confidential data in line with access-control rules.
• Follow retention schedules, legal-hold requirements, and deletion or archiving procedures.
• Support audits by locating records quickly and documenting chain-of-custody steps.
• Ensure recordkeeping meets internal and regulatory standards.
• Coordinate with HR, Finance, Operations, Legal, and Customer Support to clarify document needs.
• Share status updates on processing progress, backlog levels, and turnaround times.
• Communicate clearly when delays, mismatches, or other issues occur.
• Help cross-functional teams by keeping records easy to access and well organized.

Qualifications

• Prior experience in records management, administrative support, document control, or clerical work is preferred.
• Strong focus on detail and the ability to follow filing and naming standards consistently.
• Comfort with handling confidential information and working under strict procedures.
• Basic computer skills, including file management, spreadsheets, PDFs, and collaboration tools.
• Ability to work independently in a remote setting while maintaining accuracy and consistency.

Success metrics

• Low rates of metadata mistakes and misfiled records.
• Fast turnaround from document receipt to filing.
• Strong daily throughput and manageable backlog levels.
• Quick and complete retrieval during audits.
• Consistent compliance with access-control and retention rules.

Work environment

This position is fully remote and requires dependable self-management, careful process adherence, and steady communication with internal teams.