Records Management Associate

Oak Drive Capital Inc.; Philippines; Remote; PHP 240,000 - 360,000; Full time

Job summary

Oak Drive Capital Inc. is seeking a Records Officer to maintain, organize, and secure company records across physical and digital formats. You will oversee the records lifecycle, ensure compliance, and support teams with efficient information retrieval and archiving.

The role requires strong written and verbal communication, meticulous administrative skills, and familiarity with storage needs across departments. A related degree is preferred and prior records management experience is a plus.

Qualifications

• Excellent written and verbal communication and strong interpersonal skills.
• Detail-oriented with excellent administrative abilities.
• Familiar with storage needs across departments.
• Graduate of a related course.

Responsibilities

• Manage the company database and masterlist for quick information access.
• Conduct inventory of all records in HQ and offsite storage.
• Digitize and store soft and hard copies.
• Perform appraisal, indexing, and QA of scanned documents.
• Audit scanned records regularly.
• Back up online files to a secured drive.
• Classify documents based on the Records Series.
• Assign retention periods per RRDS.
• Update filing of active records.
• Manage disposal of obsolete records.
• Prepare disposal lists and memos for approval.
• Shred records approved for disposal.
• Respond to document retrieval requests and verify requests.
• Note releases and update master list accordingly.
• Ensure records are returned on time.
• Conduct Records Management Training.
• Prepare reports as requested.

Skills

Written communication

Verbal communication

Interpersonal skills

Administrative skills

Education

Graduate of related course

Job description

The Records Officer is responsible for maintaining, organizing, and securing all company records and documents. This role involves overseeing the lifecycle of records, from creation and classification to retention and disposal, ensuring compliance with legal, regulatory, and organizational standards. The ideal candidate will manage both physical and digital records, implement records management systems, and support teams in efficient information retrieval and archiving.

Responsibilities

• Manage the company database and masterlist to ensure quick and easy access to information
• Conduct Inventory of all records in HQ and offsite storage facility
• Manage the digitization and storage of soft and hard copies.
• Performs appraisal, indexing and quality assurance of scanned documents
• Regular audit of scanned records
• Back-up of online file to the secured drive
• Classify documents based on the Records Series
• Assign records retention period, based on the approved Records Retention Disposal Schedule (RRDS)
• Update filing of active records
• Manage disposal of obsolete records
• Review and prepare list of obsolete/matured files
• Prepare memorandum for approval of files for disposal
• Shred records approved for disposal
• Attend to the requests for document retrieval
• Confirm and validate the request
• Properly note the release of documents by updating the master list and acknowledging document request forms
• Ensures that the records/folders are returned on time
• Conduct Records Management Training
• Prepare reports as requested

Requirements

• Excellent written, verbal communication and interpersonal and public relations skills.
• Detailed oriented and excellent administrative skills
• Must be familiar with storage requirement of the difference departments
• Graduate of related course