Administrative Records Specialist (Remote)

About the Role

We are seeking a Remote Administrative Records Specialist responsible for ensuring that digital and scanned documents are accurately recorded, meticulously organized, easily searchable, and fully compliant with company standards. This position involves supporting various departments by managing the intake of documents, verifying completeness, applying uniform naming conventions, and maintaining systematically arranged filing systems. The role is critical in a high-volume environment where precision, consistency, and confidentiality are paramount, directly contributing to operational effectiveness, compliance, and accessible information across the organization.

Primary Duties

• Receive documents via shared inboxes, portals, ticketing platforms, and cloud storage for processing.
• Confirm document types, validate mandatory fields, signatures, and attachments.
• Apply standardized metadata such as client or project identification, dates, document types, versions, and geographic region.
• Ensure records are properly indexed to facilitate prompt retrieval.
• Maintain uniform naming conventions and structured folder hierarchies across all records.
• Prepare and convert files as necessary, including merging, splitting PDFs, converting images to PDF, compressing files, and controlling file versions.
• Organize document libraries with clear distinctions between drafts, finalized, and archived materials.
• Implement retention tagging and archival labeling according to organizational policies.
• Conduct routine audits to detect duplicates, misfiled documents, missing components, or illegible files.
• Document and escalate discrepancies to relevant departments with comprehensive records.
• Maintain logs of errors and contribute suggestions for process enhancement to minimize rework.
• Manage sensitive and confidential information following prescribed access control protocols.
• Adhere to retention schedules, legal holds, and proper deletion or archiving procedures.
• Assist in audits by efficiently retrieving documents and maintaining audit trails.
• Collaborate across teams such as HR, Finance, Operations, Legal, and Customer Support to clarify documentation needs.
• Update stakeholders on document processing status, workload backlogs, and turnaround times.
• Communicate effectively regarding any processing challenges, delays, or inconsistencies.
• Support cross-functional teams by ensuring records are organized and accessible.

Success Metrics

• High accuracy with minimal misfiling and metadata errors.
• Quick turnaround from document receipt to filing.
• Efficient backlog management and daily processing throughput.
• Timely and thorough retrieval of documents during audits.
• Compliance with access controls and document retention policies.

Qualifications

• Prior experience in records management, administrative support, document control, or clerical roles is preferred.
• Exceptional attention to detail with consistent application of filing and naming protocols.
• Trusted to handle confidential data while following stringent procedures.
• Proficient in basic computer operations including file management systems, spreadsheets, PDFs, and collaboration software.
• Ability to work autonomously in a remote setting while ensuring precision and consistency in task execution.