Administrative Records Specialist

Role Overview

As a Remote Administrative Records Specialist, you will be responsible for keeping digital and scanned records accurate, orderly, easy to find, and aligned with internal compliance standards. The position supports several departments by handling incoming documents, checking that submissions are complete, using standard naming rules, and maintaining a structured filing system. The role sits in a fast-moving environment where speed matters, but precision, consistency, and confidentiality matter even more. Your work will help improve operational efficiency, compliance, and dependable access to information across the organization.

Key Responsibilities

• Collect and process documents received through shared inboxes, portals, ticketing tools, and cloud storage.
• Check document categories, required details, signatures, and any supporting files or attachments.
• Enter standardized metadata such as client or project ID, date, document type, version, and region.
• Make sure records are indexed properly so they can be retrieved quickly.
• Use consistent file names and folder structures across the record repository.
• Prepare and convert files as needed, including PDF merging or splitting, image-to-PDF conversion, compression, and version tracking.
• Keep document libraries structured by separating draft, final, and archived files.
• Add retention tags and archival labels according to internal policy.
• Perform routine audits to find duplicates, misfiled items, missing pages, or unreadable files.
• Identify issues and send them to the right stakeholders with clear notes.
• Maintain error logs and contribute ideas that reduce rework and improve processes.
• Ensure information remains accurate and consistent across all records.
• Manage sensitive and confidential data in line with access-control rules.
• Follow retention timelines, legal hold requirements, and deletion or archiving procedures.
• Assist with audits by finding records quickly and documenting chain-of-custody actions.
• Support compliance with internal and regulatory record-keeping requirements.
• Coordinate with HR, Finance, Operations, Legal, and Customer Support to clarify document needs.
• Share updates on processing progress, backlog volume, and turnaround times.
• Communicate clearly when delays, discrepancies, or other issues occur.
• Help cross-functional teams by keeping records accessible and well organized.

Qualifications

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

Success Metrics

• High accuracy with low rates of misfiling and metadata errors.
• Fast turnaround from document receipt to filing.
• Effective backlog control and steady daily output.
• Quick and complete retrievals during audits.
• Strong compliance with retention and access-control policies.