Records Specialist PK

Simera; San Francisco (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Simera is seeking a Records Specialist to manage and organize company records and documentation. The role emphasizes accuracy, confidentiality, and adherence to established procedures, with responsibility for data entry, maintenance, and archiving across physical and digital formats.

The ideal candidate will handle sensitive information, perform quality checks, and collaborate with internal teams to ensure records are complete and properly categorized.

Qualifications

• Experience in records management, data entry, or document control.
• Experience maintaining digital records, databases, or document management systems.
• Strong computer and digital skills.
• Experience with data verification and quality control.

Responsibilities

• Create, update, organize, and maintain physical and digital records.
• Enter and verify information in databases, spreadsheets, and document management systems.
• Review records for accuracy, completeness, and consistency.
• Identify and correct errors, duplicate records, and missing information.
• Maintain organized filing systems and ensure documents are properly categorized.
• Retrieve records and documentation efficiently when requested.
• Process incoming documents and ensure they are properly recorded and stored.
• Assist with document scanning, indexing, uploading, and archiving.
• Track record updates, changes, and document status.
• Perform regular data and records quality checks.
• Assist with records retention, archiving, and disposal procedures.
• Maintain confidentiality when handling sensitive company, customer, or employee information.
• Prepare reports, spreadsheets, and summaries related to records and documentation.
• Coordinate with internal teams to obtain missing or updated information.
• Follow company policies, procedures, and data management standards.
• Support audits, compliance reviews, and information requests when required.

Skills

Attention to detail

Organizational skills

Data entry

Excel/Sheets

Databases/DMS

Confidentiality

Communication

Independent work

Tools

Microsoft Excel

Google Sheets

Document management systems

Job description

We are seeking a highly organized, detail-oriented, and reliable Records Specialist to manage, maintain, and organize company records and documentation. The ideal candidate will ensure records are accurate, accessible, properly categorized, and maintained according to established procedures while handling sensitive information with confidentiality and care.

Responsibilities

• Create, update, organize, and maintain physical and digital records.
• Enter and verify information in databases, spreadsheets, and document management systems.
• Review records for accuracy, completeness, and consistency.
• Identify and correct errors, duplicate records, and missing information.
• Maintain organized filing systems and ensure documents are properly categorized.
• Retrieve records and documentation efficiently when requested.
• Process incoming documents and ensure they are properly recorded and stored.
• Assist with document scanning, indexing, uploading, and archiving.
• Track record updates, changes, and document status.
• Perform regular data and records quality checks.
• Assist with records retention, archiving, and disposal procedures.
• Maintain confidentiality when handling sensitive company, customer, or employee information.
• Prepare reports, spreadsheets, and summaries related to records and documentation.
• Coordinate with internal teams to obtain missing or updated information.
• Follow company policies, procedures, and data management standards.
• Support audits, compliance reviews, and information requests when required.

Required Skills

• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Strong data entry and information management skills.
• Proficiency with Microsoft Excel or Google Sheets.
• Comfortable working with databases and document management systems.
• Ability to organize and manage large volumes of information.
• Strong analytical and problem-solving abilities.
• Ability to identify inconsistencies, errors, and missing information.
• Good written and verbal communication skills.
• Strong ability to follow established procedures and guidelines.
• Ability to handle confidential and sensitive information responsibly.
• Ability to work independently and manage multiple priorities.
• Reliable, methodical, and detail-oriented approach to work.

Requirements

• Previous experience in records management, data entry, document control, administration, data management, or a similar role.
• Experience maintaining digital records, databases, or document management systems.
• Strong computer and digital skills.
• Experience with data verification and quality control.