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 document types, required fields, signatures, and supporting attachments
  - Assign standardized metadata for easy retrieval
• Document Organization
  - Apply consistent naming conventions and folder structures
  - Convert and prepare files as needed (PDF merging/splitting, image-to-PDF, compression, version control)
  - Maintain structured document libraries
• Quality Control
  - Conduct regular audits to identify and resolve discrepancies
  - Maintain error logs and contribute to process improvements
• Records Governance & Compliance
  - Handle sensitive and confidential information with strict adherence to access control policies
  - Follow retention schedules, legal hold requirements, and deletion/archiving procedures
  - Support audits by retrieving records efficiently and documenting chain-of-custody steps
• Collaboration & Communication
  - Work with cross-functional teams to clarify document requirements
  - Provide updates on processing status, backlog levels, and turnaround times
  - Communicate clearly when issues, delays, or discrepancies arise

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