Records Specialst

Records Specialist

Cooperazione per lo Sviluppo Dei Paesi Emergenti (COSPE)

Remote (United States) | Full-Time / Part-Time | Entry-Level / Junior

Key Responsibilities

• Maintain, organize, and update physical and electronic records in accordance with company procedures
• Process, classify, index, and archive documents and records
• Enter and update record information in databases and document management systems
• Review records for accuracy, completeness, consistency, and proper formatting
• Retrieve and provide records and documentation to authorized employees or departments
• Monitor records for missing, outdated, duplicate, or incorrect information
• Perform regular data quality checks and correct discrepancies when identified
• Maintain organized digital filing systems and established naming conventions
• Assist with document scanning, digitization, indexing, and electronic filing
• Track record requests, document activity, and record-processing status
• Support records retention, archiving, and disposal procedures in accordance with company policies
• Maintain confidentiality and security of sensitive and proprietary information
• Follow company policies and applicable records-management procedures
• Assist with audits, compliance reviews, and records-related projects as needed
• Collaborate with internal departments to locate, verify, and update records
• Prepare basic reports and summaries related to records and document management
• Identify opportunities to improve records-management processes and information organization
• Support special projects and other administrative tasks as assigned

Requirements

• 0–3+ years of experience in records management, document management, data entry, administration, clerical work, or a related field
• Strong attention to detail and high level of accuracy
• Excellent organizational and time-management skills
• Strong computer and data-entry skills
• Familiarity with Microsoft Office or Google Workspace
• Familiarity with scanning, OCR, document indexing, or digital filing systems is a plus
• Ability to process and organize large amounts of information accurately
• Strong written and verbal communication skills
• Ability to identify errors, discrepancies, and missing information
• Ability to handle confidential and sensitive information with discretion
• Strong problem-solving and critical-thinking skills
• Ability to work independently and collaborate effectively with distributed teams
• Reliable, organized, and detail-oriented work ethic
• Willingness to learn new systems, tools, and records-management procedures
• Fluent in English
• Based in the United States and legally authorized to work in the U.S.
• Able to work effectively in a fully remote environment
• Reliable internet connection and a suitable home office setup

Tech Stack & Skills

• Databases
• Document Management Systems
• Microsoft Office or Google Workspace
• Scanning, OCR, document indexing, or digital filing systems (a plus)
• Data Entry
• Information Organization