Administrative Records Specialist

Role Overview

We are seeking a Remote Administrative Records Specialist to meticulously manage and organize digital and scanned records ensuring their accuracy, accessibility, and compliance with company standards. This role involves supporting several departments by controlling document intake, verifying completeness, applying uniform metadata and naming conventions, and maintaining a structured filing system that facilitates audit readiness and traceability.

Key Responsibilities

• Manage document receipt from various sources such as shared inboxes, portals, and cloud storage systems.
• Examine documents to confirm proper types, required fields, signatures, and accompanying attachments.
• Assign standardized metadata including client/project IDs, dates, document types, versions, and regions to ensure consistent organization.
• Apply consistent naming conventions and folder structures, including converting and preparing files (e.g., merging, splitting PDFs, compression).
• Maintain organized document libraries distinguishing drafts, final versions, and archived files with appropriate retention and archival labels.
• Perform quality audits to detect duplicates, misfiled contents, missing pages, or unreadable files and document errors.
• Report and escalate discrepancies to relevant stakeholders with clear documentation to aid resolution.
• Handle confidential and sensitive information in compliance with access control policies and legal retention requirements.
• Support audits by efficiently retrieving records and maintaining chain-of-custody documentation.
• Collaborate with various teams including HR, Finance, Operations, Legal, and Customer Support to clarify and satisfy document requirements and provide status updates.

Success Indicators

• High accuracy with minimal metadata or misfiling errors.
• Timely processing from document receipt to filing completion.
• Effective backlog reduction and throughput maintenance.
• Efficient audit retrieval processes.
• Compliance adherence to access control and retention policies.

Qualification Requirements

• Prior experience in records management, administrative support, document control, or clerical positions preferred.
• Strong attention to detail with consistent application of filing and naming standards.
• Ability to handle confidential data securely and follow strict procedural guidelines.
• Basic proficiency in computer use, including navigating file systems, spreadsheets, PDF handling, and collaboration software.
• Capable of working independently in a remote setting while maintaining precision and consistency in tasks.