Records and Data Management Specialist (Remote)

We are seeking a highly organized and detail-oriented Records and Data Management Specialist to support the accurate maintenance organization processing and protection of company records and business information.

This remote position combines records management data entry document processing administrative support and quality-control responsibilities. The successful candidate will ensure that electronic records are complete accurate properly organized and easily accessible to authorized team members.

The ideal candidate is dependable comfortable working independently and capable of handling sensitive information with discretion. Strong attention to detail computer proficiency organizational skills and the ability to manage multiple assignments are essential for success in this role.

• Create update organize and maintain electronic business records.

• Ensure documents and records are properly categorized and stored.

• Review records for completeness accuracy and consistency.

• Maintain structured electronic filing and document-management systems.

• Retrieve records and documentation for authorized employees when requested.

• Archive inactive records according to established procedures.

• Identify duplicate outdated incomplete or incorrectly categorized records.

• Maintain accurate indexes and tracking information for stored documents.

• Follow established record-retention and document-control procedures.

• Assist with routine audits and reviews of electronic records.

• Enter information accurately into databases spreadsheets and internal systems.

• Update existing records when new information becomes available.

• Review source documents before processing data.

• Verify entered information against original documentation.

• Identify and correct routine data-entry errors.

• Maintain accurate customer vendor employee operational or administrative records as assigned.

• Perform routine database cleanup and maintenance.

• Transfer information between authorized systems while maintaining accuracy.

• Track completed data-entry assignments and outstanding requests.

• Maintain consistent formatting and data-entry standards.

• Conduct regular reviews of records and databases for accuracy.

• Identify missing duplicate inconsistent or outdated information.

• Investigate routine discrepancies using available documentation.

• Make authorized corrections when appropriate.

• Escalate significant discrepancies or unresolved issues to management.

• Verify that required fields and documentation are complete.

• Support ongoing efforts to improve data quality and record accuracy.

• Follow established quality-control procedures.

• Prepare and maintain spreadsheets reports forms and administrative documents.

• Assist with general administrative and clerical responsibilities.

• Organize shared folders and electronic files.

• Process routine administrative requests.

• Prepare basic reports and summaries for management.

• Track deadlines and outstanding administrative tasks.

• Assist with document preparation and formatting.

• Support special administrative projects as assigned.

• Conduct basic research and compile information when required.

• Coordinate with other departments to obtain missing documentation or information.

• Review incoming electronic documents for completeness.

• Process forms applications reports and administrative records.

• Convert information from documents into structured electronic records.

• Properly name categorize and store digital files.

• Maintain accurate documentation of processed records.

• Assist with electronic document distribution.

• Ensure confidential documents are handled securely.

• Follow established procedures for correcting replacing or archiving documents.

• Communicate professionally with supervisors and team members.

• Respond to internal requests for records or information.

• Follow up regarding missing or incomplete documentation.

• Provide timely updates regarding assignments and outstanding items.

• Ask for clarification when documentation or instructions are unclear.

• Participate in virtual meetings and training sessions.

• Collaborate with different departments to maintain accurate records.

• Maintain professional written communication through email and collaboration platforms.

• High school diploma or equivalent.

• Previous experience in records management data entry administration clerical support document processing or a related field is preferred.

• Strong computer and keyboarding skills.

• Excellent attention to detail.

• Strong organizational and time-management abilities.

• Ability to maintain accurate and orderly records.

• Ability to review information and identify discrepancies.

• Strong written and verbal communication skills.

• Ability to follow detailed procedures and instructions.

• Ability to work independently with limited supervision.

• Ability to prioritize multiple assignments and meet deadlines.

• Professional judgment when handling confidential information.

Candidates should be comfortable working with:

• Microsoft Word

• Microsoft Excel

• Google Docs

• Google Sheets

• Email and calendar applications

• Electronic document-management systems

• Cloud-based file storage platforms

• Online databases

• Electronic forms and PDF documents

• Video conferencing platforms

• Team collaboration applications

• Task and project-management systems

Candidates should also be comfortable learning company-specific databases and records-management systems.

Attention to Detail: Reviews information carefully and identifies errors missing information and inconsistencies.

Organization: Maintains structured and accessible records files and documentation.

Accuracy: Consistently processes and maintains reliable business information.

Confidentiality: Protects sensitive company customer employee and operational information.

Time Management: Prioritizes assignments effectively and consistently meets deadlines.

Communication: Communicates clearly and professionally with team members and management.

Accountability: Takes responsibility for completing assignments accurately and on time.

Problem-Solving: Investigates routine discrepancies and determines appropriate next steps.

Adaptability: Learns new procedures and technology as organizational requirements evolve.

Independence: Maintains productivity and quality while working remotely with limited supervision.

This position requires the ability to work productively and independently in a remote environment.

Employees are expected to maintain reliable internet access remain responsive during scheduled working hours attend required virtual meetings and communicate regularly with supervisors and colleagues.

Because the position involves company records and potentially confidential information employees must maintain an appropriate workspace and follow all information-security privacy document-storage and confidentiality requirements.

A typical workday may include reviewing incoming documents entering information into databases updating existing records organizing electronic files verifying information for accuracy processing administrative requests preparing tracking reports and responding to internal requests for documentation.

The Records and Data Management Specialist may also perform database cleanup review records for missing information assist with administrative projects and coordinate with other departments to resolve documentation issues.

• Previous records-management or document-control experience.

• Previous data-entry or administrative experience.

• Experience working remotely.

• Strong typing speed and accuracy.

• Intermediate spreadsheet skills.

• Experience using document-management or database systems.

• Experience maintaining confidential business records.

• Experience performing data-quality reviews.

• Strong organizational and documentation skills.

• Experience supporting multiple departments or teams.

Successful performance in this position includes:

• Maintaining accurate and complete records.

• Completing data-entry assignments with a high degree of accuracy.

• Organizing electronic documents effectively.

• Meeting established deadlines.

• Identifying and reporting discrepancies promptly.

• Maintaining confidentiality and information security.

• Following established records-management procedures.

• Communicating professionally and promptly.

• Maintaining consistent productivity while working remotely.

• Demonstrating reliability accountability and attention to detail.

This is a full-time remote position with a consistent weekday schedule. Employees are expected to maintain regular availability during established business hours.

The position requires dependable attendance timely communication and consistent availability for virtual meetings training sessions and administrative responsibilities.

Occasional scheduling adjustments may be necessary based on operational priorities.

Competitive compensation is provided based on relevant experience qualifications responsibilities and applicable employment requirements.

Eligible employees may receive paid time off paid holidays health and wellness benefits retirement benefits professional development opportunities training resources and remote-work support.

Detailed compensation and benefits information will be discussed with qualified candidates during the hiring process.

The ideal candidate is methodical dependable and highly attentive to detail. You enjoy working with information and understand the importance of maintaining accurate and well-organized business records.

You are comfortable spending significant portions of your workday reviewing documents entering information maintaining databases and organizing electronic records.

You can identify inconsistencies and take appropriate action rather than overlooking potential errors. You are also comfortable working independently while maintaining regular communication with your team.

Most importantly you understand the importance of accuracy confidentiality reliability and professionalism when managing company information.

We are committed to providing equal employment opportunities to qualified applicants and employees. Employment decisions are based on qualifications experience performance job requirements and legitimate business needs in accordance with applicable employment laws.

We value a professional respectful and inclusive working environment and encourage qualified individuals from diverse backgrounds to apply.

Interested candidates should submit a current résumé highlighting relevant experience in records management data entry document processing administration or clerical support.

Qualified applicants may participate in an interview and a skills assessment focused on data accuracy organization attention to detail and computer proficiency.

Candidates selected for employment will receive complete information regarding onboarding training compensation benefits and remote-work procedures.