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 remote position demands precision, consistency, and a proactive approach to maintaining structured, audit-ready records.

Core Responsibilities

The Administrative Records Specialist will serve as the backbone of our document management system, performing a variety of tasks to ensure records are processed, organized, and stored with the highest standards of accuracy and security. Your responsibilities will include:

• Document Intake & Indexing:
  • Receive, validate, and process documents from shared inboxes, portals, ticketing systems, and cloud storage platforms.
  • Verify document completeness, including required fields, signatures, and supporting attachments.
  • Assign standardized metadata (e.g., client/project ID, date, document type, version, region) to facilitate seamless retrieval.
  • Ensure all records are properly indexed and categorized for quick access.
• Document Organization & Conversion:
  • Apply consistent naming conventions and folder structures to maintain uniformity across all records.
  • 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 accordance with internal policies and regulatory requirements.
• Quality Assurance & Process Improvement:
  • Conduct regular audits to identify duplicates, misfiled records, missing pages, or unreadable files.
  • Flag discrepancies and escalate issues to the appropriate 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 reliable information access.
• Records Governance & Compliance:
  • Handle sensitive and confidential information in strict adherence to access control policies and data protection regulations.
  • Follow retention schedules, legal hold requirements, and deletion/archiving procedures to ensure compliance.
  • Support audits by efficiently retrieving records and maintaining a documented chain of custody.
  • Ensure all records management practices align with internal standards and regulatory obligations.
• Cross-Functional Collaboration:
  • Work closely with departments such as 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 facilitate quick resolutions.
  • Support teams by maintaining accessible, well-organized records that enhance productivity and decision-making.

Success Metrics & Performance Expectations

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

• High accuracy rate with minimal misfiling and metadata errors.
• Efficient processing turnaround time from receipt to final filing.
• Effective backlog management and consistent daily throughput.
• Rapid and complete retrieval of records during audits.
• Full compliance with access control, retention, and data governance policies.

Qualifications & Skills

We are looking for a candidate with a strong foundation in records management, administrative support, or document control. The ideal candidate will possess the following qualifications and attributes:

• Proven experience in records management, administrative support, document control, or clerical roles (preferred).
• Exceptional attention to detail with the ability to consistently follow filing and naming standards.
• Demonstrated ability to handle confidential information with integrity and discretion.
• Proficiency in basic computer applications, including file systems, spreadsheets, PDF tools, and collaboration platforms.
• Strong organizational skills and the ability to work independently in a remote environment while maintaining high levels of accuracy and consistency.
• Excellent communication skills with the ability to collaborate effectively across departments.