Administrative Records Specialist (Remote)

Role Overview

We are seeking a Remote Administrative Records Specialist who will be responsible for maintaining accurate, well-organized, and easily accessible digital and scanned records, ensuring full compliance with internal standards. This position involves supporting various departments by managing document intake, validating completeness, applying uniform naming conventions, and sustaining structured filing systems. The role demands working in a high-volume environment where attention to detail, accuracy, consistency, and confidentiality are paramount to support operational efficiency, compliance, and dependable information access.

Key Responsibilities

• Process incoming documents from shared inboxes, online portals, ticket systems, and cloud storage platforms.
• Verify document types, check for required fields, signatures, and necessary attachments.
• Assign standardized metadata such as client or project identifiers, dates, document types, versions, and regions to ensure proper indexing and retrieval.
• Apply consistent naming and folder conventions to maintain orderly document systems.
• Manage file conversions and preparation, including PDF merging and splitting, image-to-PDF conversions, compression, and version control.
• Maintain document libraries that distinguish between drafts, final versions, and archived files with appropriate retention tags and archival labeling.
• Conduct routine audits to detect duplicates, incorrect filing, missing content, or unreadable files, and report discrepancies with thorough documentation.
• Keep detailed error logs and contribute to process enhancements aimed at minimizing rework.
• Handle confidential and sensitive materials in line with established access control policies.
• Comply with retention schedules, legal holds, and procedures for deletion and archiving of records.
• Assist during audits by promptly retrieving records and documenting the chain of custody.
• Collaborate with departments such as HR, Finance, Operations, Legal, and Customer Support to clarify documentation requirements and provide status updates.
• Communicate effectively about problems, delays, or discrepancies to relevant stakeholders.
• Support cross-functional teams with accessible, well-maintained records.

Success Metrics

• High accuracy with minimal metadata errors and misfiled records.
• Timely processing from document receipt to filing.
• Ability to manage backlog effectively and maintain daily processing throughput.
• Efficiency and completeness in audit-related document retrieval.
• Strict adherence to access control guidelines and retention policies.

Required Qualifications

• Prior experience in records management, administrative assistance, document control, or clerical roles is preferred.
• Exceptional attention to detail and ability to consistently apply filing and naming protocols.
• Trustworthy handling of confidential information coupled with compliance to rigorous procedures.
• Basic computer literacy including familiarity with file systems, spreadsheets, PDFs, and collaborative tools.
• Capability to work independently in a remote setting while maintaining accuracy and consistency.