Records Coordinator

Ian Martin Group; Houston (TX); Hybrid; USD 30,000 - 41,000; Full time

Job summary

Raise is seeking a Records Coordinator in Houston, TX on a 12-month contract with a hybrid work arrangement. The role covers the full records lifecycle, including capture, indexing, storage, retrieval, and disposition of company records, and requires strong data handling and governance practices.

Qualified candidates will have 5–10 years in records management, proficiency in MS Office/SharePoint, and excellent organizational and communication skills.

Qualifications

• 5-10 years of records management experience.
• Experience with records lifecycle management.
• Proficient with MS Office and SharePoint.

Responsibilities

• Maintain confidentiality and security of records.
• Track and report on records coordination activities.
• Create and maintain Excel trackers and SharePoint lists.
• Index records and enter metadata accurately.
• Scan documents and capture digital records.
• Coordinate with offsite storage providers.
• Process internal and external records requests.
• Ensure compliance with retention schedules.

Skills

Organizational skills

Analytical skills

Problem-solving

Attention to detail

Communication skills

Time management

Confidentiality

Teamwork

Education

High school diploma

Tools

Microsoft Office

Excel

SharePoint

Records Management systems

Scanners

Job description

Records Coordinator

• Contract Length: 12 Months
• Work Type: Hybrid
• Location: Houston, TX

Raise is currently hiring a contract team member on behalf of our client. They're expanding their team to meet growing needs, making this a unique opportunity to work with an industry leader.

Job Overview

The Records Coordinator is responsible for performing a variety of clerical and records management duties throughout the records lifecycle. This includes the capture, storage, management, maintenance, retrieval, and disposition of company records. The role supports records intake and inventory, data entry, indexing, scanning, offsite storage coordination, records requests, metadata management, and records quality assurance while ensuring compliance with established policies and procedures.

Key Responsibilities

• Maintain the confidentiality, integrity, and security of company information and records in accordance with organizational policies and procedures.
• Track, document, and report on records coordination activities and progress as required.
• Participate in organizational safety initiatives and support company values.
• Compare information across multiple sources to identify and resolve discrepancies.
• Consolidate data from various sources to establish accurate and reliable records.
• Create, update, and maintain tracking tools such as Excel spreadsheets and SharePoint lists for tasks and projects.
• Assign and manage metadata to support tracking, reporting, and performance measurement.
• Prepare professional written and visual status updates, highlighting progress, challenges, and outstanding actions.
• Conduct quality reviews of records to ensure compliance with imaging, indexing, and records management standards.
• Organize, process, file, and maintain records in both physical and electronic filing systems.
• Index records and accurately enter metadata according to established procedures.
• Scan documents and capture digital record images while maintaining accuracy and quality standards.
• Coordinate the transfer, retrieval, and storage of records with offsite storage providers and internal stakeholders.
• Apply records naming conventions and classification standards consistently.
• Research and retrieve records in response to requests while maintaining proper chain-of-custody procedures.
• Fulfill internal and external records requests and provide excellent customer service throughout the process.
• Prepare and distribute correspondence related to records management activities.
• Perform data cleansing, validation, and records-related data correction activities as required.
• Support records retention, archival, and disposition activities in accordance with established retention schedules and regulatory requirements.
• Ensure records are accurately maintained, tracked, and available for business use when needed.

Qualifications & Skills

• Proven experience in records coordination, records management, or a related administrative function.
• 5-10 years of experience working with records management processes and systems.
• Experience tracking long-term projects, assignments, or workflows.
• Working knowledge of records lifecycle management, records retention, filing systems, and information governance principles.
• Strong organizational, analytical, and problem-solving skills with exceptional attention to detail.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, and SharePoint.
• Experience using Records Management systems to manage records, apply metadata, conduct searches, and support retention requirements.
• Familiarity with office equipment such as scanners, copiers, and telephone systems.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Commitment to accuracy, confidentiality, and records management best practices.
• Ability to lift and move materials weighing up to 25 pounds.
• High school diploma or equivalent required.

Preferred Attributes

• Experience working with both physical and electronic records repositories.
• Knowledge of records retention schedules, archival processes, and disposition procedures.
• Experience supporting document digitization and quality control initiatives.
• Ability to collaborate effectively with internal stakeholders and external service providers.

Looking for meaningful work? We can help!

Raise is an established hiring firm with over 65 years of experience. We believe strongly in making the world a better place through work, which is why we're a certified B Corporation and donate 10% of our profits to charity.

We strive to build teams that reflect the diversity of the communities we work in. We encourage all qualified applicants to apply, including people from traditionally underrepresented groups such as women, visible minorities, Indigenous peoples, people identifying as LGBTQ2SI, veterans, and people with visible/nonvisible disabilities.

We have a dedicated webpage for accommodations where you can learn more about what we offer and request accommodation: https://raise.jobs/accommodations/