Administrative Records Specialist (Remote)

Role Overview

As a Remote Administrative Records Specialist, you will be responsible for ensuring that digital and scanned documents are accurate, well-organized, and compliant with internal standards. Your role will involve supporting several departments through managing document intake, verifying completeness, applying uniform naming conventions, and maintaining orderly filing systems. This position requires working in a high-volume environment where efficiency competes with the necessity for accuracy, consistency, and confidentiality. Your thoroughness will enhance operational efficiency, compliance, and dependable access to information across the organization.

Key Responsibilities

• Receive and handle documents from shared inboxes, online portals, ticketing systems, and cloud storage.
• Confirm document types, ensure required fields and signatures are present, and verify accompanying attachments.
• Assign standardized metadata such as client or project identifiers, dates, document types, versions, and regions for easy retrieval.
• Implement consistent naming conventions and folder hierarchies for all records.
• Process files as needed including merging or splitting PDFs, converting images to PDFs, compressing files, and managing version control.
• Maintain organized document libraries, differentiating between drafts, final versions, and archived files with appropriate retention tags and archival labels.
• Perform routine audits to identify duplicates, misplaced records, incomplete documents, or unreadable files.
• Document discrepancies, escalate issues to relevant stakeholders, and keep detailed error logs to support process improvements and minimize rework.
• Manage sensitive information following strict access controls, retention schedules, and legal hold rules.
• Assist in audits by efficiently retrieving records and documenting chain-of-custody procedures.
• Collaborate with teams such as HR, Finance, Operations, Legal, and Customer Support to clarify documentation requirements and provide updates on processing workflows, backlogs, and timelines.
• Communicate proactively about any delays or issues and maintain accessible, well-organized record archives supporting cross-functional teams.

Success Metrics

• High accuracy demonstrated by low misfiling and metadata errors.
• Efficient document processing turnaround from receipt to filing.
• Effective backlog management with consistent daily processing throughput.
• Quick and complete audit retrievals.
• Adherence to access control and retention policy compliance.

Candidate Qualifications

• Experience in records management, administrative support, document control, or clerical functions is preferred.
• Exceptional attention to detail with disciplined adherence to filing and naming protocols.
• Competence in handling confidential data strictly according to established procedures.
• Basic computer skills including proficiency with file systems, spreadsheets, PDFs, and collaboration software.
• Self-motivated and capable of working remotely with consistent accuracy and reliability.