Administrative Records Specialist (Remote)

Position Overview

We are seeking a Remote Administrative Records Specialist responsible for maintaining accurate, organized, and fully compliant digital and scanned records. This role supports various departments by managing document intake, validating completeness, standardizing naming conventions, and sustaining well-structured filing systems. You will ensure a transparent, audit-ready trail documenting receipt, processing dates, and storage locations of records. Accuracy, confidentiality, and consistency are paramount in this high-volume environment, directly impacting operational efficiency and compliance.

Key Responsibilities

• Receive and process incoming documents from shared inboxes, portals, ticket systems, and cloud platforms.
• Verify document types, check for required fields, signatures, and accompanying attachments.
• Assign standardized metadata including client/project IDs, dates, document categories, versions, and regions.
• Index records comprehensively for quick and reliable retrieval.
• Apply uniform naming standards and maintain consistent folder structures.
• Convert and prepare files as needed such as merging/splitting PDFs, image-to-PDF conversions, compressing files, and managing version control.
• Maintain organized document libraries distinguishing drafts, finals, and archived materials.
• Implement retention tags and archival labels according to organizational policies.
• Conduct regular quality checks to identify duplicates, misfiled, incomplete, or unreadable documents.
• Flag and document issues, escalating concerns to relevant stakeholders.
• Keep error logs and suggest process improvements to minimize errors and rework.
• Ensure all records uphold required data accuracy and consistency.
• Handle confidential data following strict access control policies.
• Adhere to retention schedules, legal holds, and deletion or archival protocols.
• Assist audits by promptly retrieving records and documenting chain-of-custody procedures.
• Guarantee compliance with internal and external record-keeping regulations.
• Collaborate with HR, Finance, Operations, Legal, and Customer Support teams to clarify document needs.
• Provide status updates regarding processing, backlogs, and turnaround times.
• Communicate timely about delays, discrepancies, or issues encountered.
• Support cross-departmental teams by maintaining accessible, well-organized records.

Success Indicators

• High accuracy with minimal misfiling and metadata errors.
• Efficient processing time from document receipt to filing.
• Effective backlog management and processing throughput.
• Swift and complete audit record retrievals.
• Strict compliance with access control and retention guidelines.

Candidate Qualifications

• Previous experience in records management, document control, administrative support, or clerical roles preferred.
• Exceptional attention to detail, capable of consistently applying filing and naming conventions.
• Comfortable managing sensitive and confidential information with adherence to strict protocols.
• Basic computer skills, including working knowledge of file systems, spreadsheets, PDF tools, and collaboration software.
• Self-motivated to work independently in a remote setting while maintaining accuracy and consistency.