Administrative Records Specialist (Remote)

Overview

Join Talenticlix as a Remote Administrative Records Specialist responsible for ensuring that all digital and scanned records are accurate, well-organized, searchable, and fully compliant with the company's internal guidelines. This role plays an essential part in supporting various departments by managing the intake, verification, and systematic filing of documents in a fast-paced environment where precision and confidentiality are mandatory.

Key Responsibilities

• Manage document intake from diverse sources such as shared inboxes, portals, ticketing systems, and cloud storages; verify documents for completeness including necessary fields, signatures, and supporting files.
• Assign uniform metadata including client or project IDs, dates, document categories, versions, and geographical regions to ensure seamless indexing and retrieval.
• Standardize naming conventions and folder architectures for all files, perform necessary file conversions like PDF merging or splitting, image-to-PDF transformations, compression, and manage version control.
• Maintain clearly organized document libraries separating drafts, finalized reports, and archived materials, tagging them according to retention policies.
• Conduct systematic audits to detect duplicates, incorrectly filed items, missing sections, or unreadable content; report discrepancies with detailed documentation and maintain error logs to aid in continuous process improvement.
• Handle sensitive data strictly following access control protocols, legal holds, and archiving/deletion procedures to ensure compliance with regulations and internal policies.
• Assist audits by efficiently retrieving records with documented chain-of-custody and ensuring adherence to record-keeping standards.
• Collaborate with HR, Finance, Operations, Legal, and Customer Support teams to clarify document requirements and provide status updates on processing, backlogs, and delays.

Qualifications

• Previous experience in records management, administrative assistance, document control, or related clerical fields is preferred.
• Exceptional attention to detail and commitment to following established filing and naming protocols consistently.
• Confident in handling confidential information securely within strict procedural frameworks.
• Basic computer skills including familiarity with file systems, spreadsheets, PDFs, and online collaboration platforms.
• Self-motivated and capable of working independently in a remote setting while maintaining high-quality and consistent outputs.

Success Metrics

• High accuracy characterized by minimal misfiling and metadata errors.
• Efficient document processing times from receipt to final filing.
• Effective backlog management and productive daily handling of records.
• Prompt and thorough audit retrieval capabilities.
• Strict adherence to access control and document retention policies.