Administrative Records Specialist

Role Overview

As a Remote Administrative Records Specialist, you will keep digital and scanned files accurate, orderly, easy to search, and aligned with internal compliance requirements. In this position, you will assist several teams by receiving documents, checking that submissions are complete, applying consistent naming rules, and keeping filing systems structured and easy to navigate.

Your day-to-day work will help build a reliable, audit-ready trail showing what was received, when it was handled, and where it is stored. This is a fast-paced environment where speed matters, but precision, consistency, and confidentiality matter even more. Your accuracy will support smoother operations, stronger compliance, and dependable access to information across the business.

Responsibilities

• Collect and process documents arriving through shared inboxes, portals, ticketing tools, and cloud storage systems.
• Check document categories, mandatory fields, signatures, and supporting files to make sure submissions are complete.
• Assign standardized metadata such as client or project ID, date, document type, version, and region.
• Index records in a way that makes them simple to locate later.
• Use consistent file-naming rules and folder structures across all records.
• Prepare and convert files when needed, including merging or splitting PDFs, turning images into PDFs, compressing files, and managing versions.
• Keep document libraries organized by separating draft, final, and archived materials.
• Add retention labels and archival tags according to internal policy.
• Review records regularly to find duplicates, misplaced files, missing pages, or unreadable documents.
• Raise discrepancies with the right stakeholders and clearly document the issue.
• Maintain error logs and help improve processes so rework is reduced.
• Protect sensitive information and follow access-control rules carefully.
• Apply retention timelines, legal hold requirements, and deletion or archiving procedures correctly.
• Support audits by retrieving records quickly and documenting chain-of-custody steps.
• Meet internal and regulatory standards for record keeping.
• Coordinate with HR, Finance, Operations, Legal, and Customer Support to confirm document requirements.
• Share updates on processing progress, backlog levels, and turnaround times.
• Communicate clearly when delays, inconsistencies, or other issues arise.
• Help cross-functional teams by keeping records accessible and well maintained.

Requirements

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

Success Metrics

• Low rates of misfiling and metadata errors.
• Fast turnaround from document receipt to filing.
• Strong daily throughput and backlog control.
• Quick and complete retrieval of records during audits.
• Consistent adherence to access-control and retention policies.

Additional Information

This role is designed for a high-volume records environment where organization, confidentiality, and reliability are essential. Success in the position depends on maintaining structured files, accurate indexing, and dependable support for audit and compliance needs.