Administrative Records Specialist (Remote)

Position Overview

We are seeking a detail-oriented and highly organized Remote Administrative Records Specialist to join our team. In this critical role, you will be responsible for ensuring the accuracy, organization, and accessibility of digital and scanned records while maintaining strict compliance with internal standards and regulatory requirements. Your expertise will streamline document management processes, enhance operational efficiency, and provide a reliable foundation for audit-ready records across multiple departments.

Key Responsibilities

As an Administrative Records Specialist, you will play a pivotal role in maintaining the integrity of our document management systems. Your responsibilities will include:

• Document Intake & Indexing:
  • Process documents from shared inboxes, portals, ticketing systems, and cloud storage platforms with precision and efficiency.
  • Verify document completeness, including required fields, signatures, and supporting attachments.
  • Assign standardized metadata (e.g., client/project ID, date, document type, version, region) to ensure seamless retrieval and traceability.
  • Index records accurately to facilitate quick and reliable access.
• Document Organization & Conversion:
  • Apply consistent naming conventions and folder structures to maintain a cohesive and searchable record system.
  • Convert and prepare files as needed, including PDF merging/splitting, image-to-PDF conversion, compression, and version control.
  • Organize document libraries by distinguishing between draft, final, and archived files to ensure clarity and compliance.
  • Apply retention tags and archival labels in accordance with internal policies and regulatory standards.
• Quality Control & Process Improvement:
  • Conduct regular audits to identify duplicates, misfiled records, missing pages, or unreadable files.
  • Flag discrepancies and escalate issues to relevant stakeholders with clear documentation to prevent recurrence.
  • Maintain error logs and contribute to process improvements to enhance accuracy and reduce rework.
  • Ensure data consistency and integrity across all stored records to support operational excellence.
• Records Governance & Compliance:
  • Handle sensitive and confidential information with the utmost discretion, adhering to access control policies.
  • Follow retention schedules, legal hold requirements, and deletion/archiving procedures to ensure compliance.
  • Support audits by efficiently retrieving records and documenting chain-of-custody steps to maintain transparency.
  • Ensure adherence to internal and regulatory record-keeping standards to mitigate risks and maintain organizational integrity.
• Collaboration & Communication:
  • Work closely with cross-functional teams, including HR, Finance, Operations, Legal, and Customer Support, to clarify document requirements and resolve discrepancies.
  • Provide timely updates on processing status, backlog levels, and turnaround times to stakeholders.
  • Communicate proactively when issues, delays, or discrepancies arise to ensure alignment and resolution.
  • Support teams by maintaining accessible and well-organized records that enhance productivity and decision-making.

Success Metrics

To excel in this role, you will be evaluated based on the following key performance indicators:

• Accuracy rate, including low misfile and metadata error rates.
• Processing turnaround time from receipt to filing, ensuring timely document management.
• Effective backlog management and daily throughput to maintain operational efficiency.
• Speed and completeness of audit retrievals to support compliance and transparency.
• Strict adherence to access control and retention policies to safeguard sensitive information.

Qualifications & Skills

We are looking for a candidate with the following qualifications and attributes:

• Proven experience in records management, administrative support, document control, or related clerical roles is preferred.
• Exceptional attention to detail with the ability to consistently follow filing and naming standards.
• Strong commitment to handling confidential information with integrity and adhering to strict procedures.
• Proficiency in basic computer skills, including file systems, spreadsheets, PDF tools, and collaboration platforms.
• Ability to work independently in a remote environment while maintaining high levels of accuracy, consistency, and productivity.