Records Specialst

HT Immo; United States; Remote; USD 36,000 - 52,000; Full time

Benefits offered by this job

Fully remote

Training provided

Career growth

Job summary

HT Immo is seeking a Records Specialist to manage, organize, and secure company records in a fully remote setting within the United States. This entry-level role emphasizes accuracy, confidentiality, and systematic data handling.

You will work with documents, databases, and information systems, perform data quality checks, and support retention and archive projects while collaborating with distributed teams and learning new tools.

Qualifications

• Entry-Level / Junior candidates welcome.
• 0–3+ years of experience in records management, document management, data entry, administration, clerical work, or related field.
• Strong attention to detail and high level of accuracy.
• Fluent in English; United States work authorization.

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• Monitor records for missing, outdated, duplicate, or incorrect information.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.

Skills

Records management

Data entry

Attention to detail

Time management

Microsoft Office

Google Workspace

Document management systems

Tools

CRM platforms

Job description

We’re Hiring: Records Specialist

Remote (United States)

Full-Time / Part-Time

Level: Entry-Level / Junior

We’re looking for a highly organized, detail-oriented, and reliable Records Specialist to manage, maintain, and organize company records and information. This role is ideal for candidates who enjoy working with documents, databases, and information systems and who can maintain accuracy and confidentiality in a fully remote work environment.

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

• Entry-Level / Junior candidates are welcome to apply
• 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
• Experience with document management systems, databases, electronic records systems, or CRM platforms is a plus
• 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

What We Offer

• Fully remote work arrangement within the United States
• Flexible work environment
• Entry-level opportunities with training provided
• Hands-on experience in records management, document organization, and information processing
• Opportunities to develop administrative, data management, and digital records skills
• Supportive and collaborative remote workplace culture
• Career growth opportunities toward Senior Records Specialist, Records Coordinator, Document Management Specialist, Information Management Specialist, or Operations Specialist roles
• Opportunities to work with modern records and document management systems
• Continuous learning and professional development opportunities
• Competitive compensation and benefits package