Records Specialist

Role Overview

We are looking for a meticulous and dependable Records Specialist to expertly manage, organize, and maintain the company's physical and digital records. This role requires ensuring data accuracy, proper categorization, and adherence to organizational procedures while safeguarding sensitive information with utmost confidentiality.

Core Responsibilities

• Develop, update, and systematically maintain both physical files and electronic records.
• Accurately enter data into databases, spreadsheets, and document management platforms, verifying details for completeness.
• Examine records to confirm precision, consistency, and thoroughness, identifying and rectifying errors, duplicates, or omissions.
• Organize filing systems for efficient retrieval and ensure solid categorization of all documentation.
• Respond promptly to requests for records by retrieving necessary files and materials.
• Manage incoming paperwork, ensuring proper logging and storage.
• Support scanning, indexing, uploading, and archival processes.
• Monitor record updates and status, performing routine quality assessments of data and documents.
• Assist in records retention schedules, archiving protocols, and secure disposal of documents as needed.
• Maintain strict confidentiality when handling sensitive company, client, or staff information.
• Generate reports, spreadsheets, and summaries relating to recordkeeping activities.
• Liaise with internal departments to acquire necessary updates or missing details.
• Adhere closely to company policies and data governance standards.
• Provide support during audits, compliance checks, and requests for information as required.

Essential Skills and Attributes

• Exceptional attention to detail with a commitment to accuracy.
• Excellent organizational and time management abilities.
• Proficiency in data entry and managing information efficiently.
• Experienced with Microsoft Excel or Google Sheets.
• Comfortable navigating databases and document management software.
• Strong analytical thinking and problem-solving skills.
• Competent in spotting inconsistencies and missing data points.
• Effective verbal and written communication capabilities.
• Ability to follow detailed procedures and guidelines meticulously.
• Responsibility and discretion handling confidential materials.
• Capability to work autonomously and juggle multiple tasks.
• Dependable and systematic approach to daily functions.

Candidate Requirements

• Previous experience in records management, data entry, document control, administration, or a related field.
• Proficiency in maintaining digital record systems and managing databases.
• Strong digital literacy and computer skills.
• Experience conducting data verification and quality assurance.
• Ability to handle a high volume of records while ensuring accuracy.
• Capacity to meet deadlines and sustain productivity consistently.
• Experience working independently and collaborating with remote teams.
• Reliable internet connection and an appropriate environment for effective remote work.
• Professional demeanor with organizational skills and strong dependability.
• English proficiency where required to communicate with English-speaking teams or handle English documents.