Administrative Records Specialist (Remote)

As a Remote Administrative Records Specialist, you will ensure digital and scanned records are accurate, well-organized, easily searchable, and fully compliant with 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 important, but accuracy, consistency, and confidentiality are critical. Your attention to detail will directly support operational efficiency, compliance, and reliable information access across the organization.

Key Responsibilities:

1) Intake & Indexing

• Receive and process documents from shared inboxes, portals, ticketing systems, and cloud storage platforms
• Verify document types, required fields, signatures, and supporting attachments
• Assign standardized metadata (e.g., client/project ID, date, document type, version, region)
• Ensure records are properly indexed for easy retrieval

2) Document Organization

• Apply consistent naming conventions and folder structures across all records
• Convert and prepare files as needed (PDF merging/splitting, image-to-PDF, compression, version control)
• Maintain structured document libraries, distinguishing between draft, final, and archived files
• Apply retention tags and archival labels in line with internal policies

3) Quality Control

• Conduct regular audits to identify duplicates, misfiled records, missing pages, or unreadable files
• Flag discrepancies and route issues to the appropriate stakeholders with clear documentation
• Maintain error logs and contribute to process improvements to reduce rework
• Ensure data accuracy and consistency across all stored records

4) Records Governance & Compliance

• Handle sensitive and confidential information in accordance with 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
• Ensure compliance with internal and regulatory record-keeping standards

5) Collaboration & Communication

• Work with teams such as HR, Finance, Operations, Legal, and Customer Support to clarify document requirements
• Provide updates on processing status, backlog levels, and turnaround times
• Communicate clearly when issues, delays, or discrepancies arise
• Support cross-functional 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