Application Records Administration Assistant

HRS Talent Solutions; Geelong; Remote; AUD 40,000 - 43,000; Full time

Job summary

HRS Talent Solutions is seeking an Application Records Administration Assistant to manage incoming documents for online applications. The role focuses on file matching, completeness checks, and proper linking to the intended application under the employer's instructions.

Remote work is available with flexible full- or part-time options. The responsibilities include ensuring correct attachments, updating records, and maintaining privacy and accuracy across applications.

Responsibilities

• Verify attachment presence and connection to the correct record.
• Check that uploaded files open and match the requested item.
• Update status to reflect whether attachments are complete or outstanding.
• Do not attach documents to the wrong application; flag mismatches.
• Maintain a clear version history and follow the employer's conventions for labeling revisions.
• Protect applicant privacy and avoid mixing documents between applicants.
• Ensure documents belong to the correct person and apply privacy escalation when needed.
• Provide a complete handoff by showing what arrived, whether it opens, and what item it fulfills.

Job description

Application Records Administration Assistant

Office Administration | Application Attachments | Remote | Full-time or part-time
28.75–30.50 per hour

Keep the right files with the right application

An application may arrive through an online form while a required document follows in a separate message. This role supports the filing and completeness checks that help the reviewer see the full submission. You would match attachments using the details supplied, note what is missing, and make sure a file is linked to the intended application under the employer's instructions.

What may arrive

• A document attached to an online application.
• An email that refers to an earlier submission.
• A file that cannot be opened or read.
• Two similar names with different reference details.
• A response supplying a page previously requested.
• A question about whether a file was received.

The work is not a judgment about the applicant's qualifications. You will check whether a file is present and connected to the correct record, not decide whether its contents are acceptable for the final decision. If a name, reference, or address does not match, ask for direction rather than placing it in the closest-looking application.

Following an attachment through

Open the assigned message, review the available identifying information, and locate the existing application. Under the approved process, attach the document or flag the mismatch. Check that the uploaded file opens from the final record. Then update the status so the next reviewer knows whether the application has all expected attachments or is waiting for something else.

A customer may send a second version of a file after correcting an error. Keep the version history clear and follow the employer's procedure for identifying the current one. Do not delete an earlier document without authorization. An accurate office administration record saves the reviewer time and helps avoid asking the applicant for a document already received.

Some files have generic names such as "document.pdf." Do not rely on the filename to identify a person or application. Use the supplied message and matching reference details, then check the attachment itself under the employer's handling rules. If the file belongs to a different application, stop and flag it. An administrative check should protect both applicants from having their documents mixed together.

A completed file should show what arrived, whether it opens, and which expected item it fulfills. A pending item remains pending until the correct attachment is linked or an authorized reviewer gives direction.

Skills and starting experience

Good written customer service is helpful when you need to ask for a missing or unreadable file: say exactly which item needs attention without suggesting the application has been rejected. Basic browser and online filing confidence, careful comparison of names, and respect for private information matter. Prior customer service, office administration, or application processing experience is welcome but not necessary. Beginners can learn the employer's submission system and filing rules.

For remote work with submitted documents, a private home office or another suitable setting is helpful. The hiring company will confirm actual hours and its application procedure for the opening.

Where the checklist has several similar attachment categories, compare the file with the requested item rather than checking a box based on its title. A document can be present but still belong to a different category.

When an applicant sends a revised file, check whether it replaces an earlier version or supplies an additional missing item. Label it according to the employer's convention and leave the previous status understandable. If an attachment contains information for a different person, stop and use the privacy escalation route rather than adding it to the current application. The role does not include assessing the candidate's qualifications. A complete administrative handoff identifies which documents arrived, which are still outstanding and any file that could not be opened.