Administrative Records Specialist (Remote)

Remote Administrative Records Specialist

As a Remote Administrative Records Specialist, you will play a pivotal role in ensuring our organization's digital and scanned records are accurate, well-organized, easily searchable, and fully compliant with our internal standards. You will support multiple departments by managing document intake, validating completeness, applying standardized naming conventions, and maintaining structured filing systems. Your work will create a clear, audit-ready record of what was received, when it was processed, and where it is stored.

This role operates in a high-volume environment where efficiency is crucial, but accuracy, consistency, and confidentiality are non-negotiable. Your keen attention to detail will directly support operational efficiency, compliance, and reliable information access across the organization.

Key Responsibilities:

• Intake & Indexing: Receive and process documents from various sources, verify required fields and attachments, assign standardized metadata, and ensure records are properly indexed for easy retrieval.
• Document Organization: Apply consistent naming conventions and folder structures, convert and prepare files as needed, maintain structured document libraries, and apply retention tags and archival labels in line with internal policies.
• Quality Control: Conduct regular audits to identify and address discrepancies, maintain error logs, and contribute to process improvements to reduce rework, ensuring data accuracy and consistency.
• Records Governance & Compliance: Handle sensitive and confidential information in accordance with access control policies, follow retention schedules and legal hold requirements, support audits, and ensure compliance with internal and regulatory record-keeping standards.
• Collaboration & Communication: Work with cross-functional teams to clarify document requirements, provide updates on processing status, and support teams by maintaining accessible and well-organized records.

Success Metrics:

• Accuracy rate (low misfile and metadata error rates)
• Processing turnaround time from receipt to filing
• Backlog management and daily throughput
• Speed and completeness of audit retrievals
• Compliance with access control and retention policies

Qualifications:

• Experience in records management, administrative support, document control, or clerical roles (preferred)
• Strong attention to detail with ability to follow filing and naming standards consistently
• Comfortable handling confidential information and adhering to strict procedures
• Basic computer proficiency including file systems, spreadsheets, PDFs, and collaboration tools
• Ability to work independently in a remote environment while maintaining accuracy and consistency