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, accessibility, and compliance of digital and scanned records across multiple departments. Your expertise in document management will streamline workflows, enhance operational efficiency, and support our organization’s commitment to transparency and regulatory adherence. This position requires a meticulous approach to handling high-volume document processing while maintaining strict confidentiality and adherence to standardized procedures.

Key Responsibilities

As an Administrative Records Specialist, your core responsibilities will include:

• Document Intake & Indexing:
  • Process documents from shared inboxes, portals, ticketing systems, and cloud storage platforms with precision and efficiency.
  • Validate 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.
  • Index records accurately to facilitate quick and reliable access across the organization.
• Document Organization & Conversion:
  • Apply consistent naming conventions and folder structures to maintain uniformity in record-keeping.
  • 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.
  • Apply retention tags and archival labels in alignment with internal policies to ensure compliance.
• Quality Control & Process Improvement:
  • Conduct regular audits to identify duplicates, misfiled records, missing pages, or unreadable files.
  • Flag discrepancies and escalate issues to stakeholders with clear documentation and actionable insights.
  • Maintain error logs and contribute to process improvements to minimize rework and enhance efficiency.
  • Ensure data accuracy and consistency across all stored records to support operational integrity.
• Records Governance & Compliance:
  • Handle sensitive and confidential information in strict accordance with access control policies and regulatory requirements.
  • Adhere to retention schedules, legal hold requirements, and deletion/archiving procedures to mitigate risk.
  • Support internal and external audits by retrieving records efficiently and documenting chain-of-custody steps.
  • Ensure compliance with internal standards and external regulations governing record-keeping practices.
• Collaboration & Communication:
  • Partner 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 transparency and accountability.
  • Support teams by maintaining accessible, well-organized, and audit-ready records.

Success Metrics

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

• High accuracy rate with minimal misfiled records and metadata errors.
• Efficient processing turnaround time from receipt to final filing.
• Effective backlog management and consistent daily throughput.
• Rapid and complete audit retrievals with documented chain-of-custody.
• Full compliance with access control policies and retention schedules.

Qualifications & Skills

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

• Proven experience in records management, administrative support, document control, or clerical roles (highly preferred).
• Exceptional attention to detail with the ability to consistently apply filing and naming standards.
• Strong discretion and integrity when handling confidential information and sensitive data.
• Proficiency in basic computer applications, including file systems, spreadsheets, PDF tools, and collaboration platforms.
• Ability to work independently in a remote environment while maintaining high levels of accuracy and consistency.
• Strong organizational skills and the capacity to manage multiple priorities in a fast-paced setting.