Administrative Records Specialist (Remote)

Overview

Remote Administrative Records Specialist

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