Administrative Records Specialist

Role Overview

As a Remote Administrative Records Specialist, you will be responsible for keeping digital and scanned documents accurate, well structured, easy to locate, and aligned with internal compliance standards. The position supports several departments through document intake, completeness checks, standardized naming, and maintenance of organized filing systems. In practice, you will help create a reliable record of what was received, when it was handled, and where it is stored. Because the environment is fast-paced and high-volume, speed matters, but precision, consistency, and confidentiality are essential. Your work will contribute directly to smoother operations, stronger compliance, and dependable access to information across the organization.

Key Responsibilities

Document intake and indexing

• Collect and process files arriving through shared inboxes, portals, ticketing tools, and cloud-based storage systems.
• Check whether each document has the correct type, required information, signatures, and supporting attachments.
• Add standardized metadata such as client or project ID, date, document type, version, and region.
• Make sure every record is indexed in a way that allows quick retrieval.

Document organization

• Use consistent naming rules and folder structures across the full records set.
• Prepare files as needed, including merging or splitting PDFs, converting images to PDF, compressing files, and managing version changes.
• Keep document libraries orderly and clearly separate draft, final, and archived files.
• Apply retention tags and archive labels according to internal policy.

Quality control

• Review records regularly to find duplicates, misplaced files, missing pages, or unreadable documents.
• Report inconsistencies and send issues to the right stakeholders with clear notes.
• Keep error logs and help improve processes so rework is reduced over time.
• Maintain high accuracy and consistency across all stored records.

Records governance and compliance

• Manage sensitive and confidential information according to access control rules.
• Follow retention timelines, legal hold rules, and deletion or archiving procedures.
• Assist with audits by locating records quickly and documenting chain-of-custody steps.
• Ensure records practices follow internal and regulatory requirements.

Collaboration and communication

• Coordinate with HR, Finance, Operations, Legal, and Customer Support to confirm document requirements.
• Share progress updates on processing status, backlog levels, and turnaround time.
• Communicate clearly when delays, issues, or discrepancies need attention.
• Support cross-functional teams by keeping records easy to access and well maintained.

Success Metrics

• High accuracy with low misfiling and metadata error rates.
• Fast processing time from document receipt to filing.
• Effective backlog control and daily throughput.
• Quick and complete retrieval for audits.
• Strong adherence to access control and retention requirements.

Qualifications

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