Records Specialist
Location:
United States
Job Type:
Full-Time
Experience Level:
Entry-Level / Associate
Job Overview
We are seeking a detail-oriented and organized
Records Specialist
to support the maintenance, organization, processing, and retrieval of company records and information. The ideal candidate will ensure records are accurate, properly maintained, and readily accessible while following established procedures for document handling and information management.
This position is a good opportunity for an early-career professional interested in records management, document administration, data entry, and information organization.
Key Responsibilities
Maintain, organize, and update physical and electronic records.
Process incoming documents and ensure records are accurately filed and categorized.
Enter and update record information in databases and document-management systems.
Review records for completeness, accuracy, and consistency.
Scan, upload, rename, and organize documents according to established procedures.
Retrieve records and documents in response to authorized requests.
Maintain accurate indexes, logs, tracking sheets, and records databases.
Identify duplicate, incomplete, outdated, or inconsistent records and assist with appropriate corrections.
Assist with records retention, archiving, and document disposal procedures.
Perform regular quality-control checks on records and documentation.
Respond to routine records-related inquiries from internal teams.
Maintain confidentiality and follow company policies for handling sensitive business information.
Assist with document digitization and electronic records organization.
Prepare basic reports and summaries related to records activity.
Support audits and information requests by locating and organizing relevant records.
Collaborate with administrative, operations, compliance, and other internal teams.
Follow established records-management, privacy, security, and retention procedures.
Perform other records and administrative duties as assigned.
Qualifications
High school diploma or equivalent required.
Associate or bachelor's degree in Business Administration, Information Management, Library Science, Records Management, or a related field is a plus.
0–2 years of experience in records management, document control, data entry, administration, or a related field.
Strong attention to detail and accuracy.
Excellent organizational and time-management skills.
Basic computer and digital-file management skills.
Familiarity with Microsoft Office or Google Workspace.
Ability to work with databases, spreadsheets, and electronic document systems.
Strong written and verbal communication skills.
Ability to follow detailed procedures and maintain accurate records.
Ability to handle confidential information professionally.
Ability to work independently and collaboratively.
Must be authorized to work in the United States.
Preferred Qualifications
Previous experience with electronic records or document-management systems.
Experience with document scanning, indexing, classification, or archiving.
Familiarity with Microsoft SharePoint or similar records-management platforms.
Proficiency with Microsoft Excel or Google Sheets.
Basic understanding of records retention and document-control practices.
Experience supporting audits, compliance activities, or information requests.
Previous remote or hybrid administrative experience is a plus.