PulseMediaNL is a growing organization focused on efficient business operations, accurate information management, professional communication, and dependable administrative support.
We are seeking a highly organized, detail-oriented, and dependable Administrative Records Specialist to join our remote team. This role is responsible for maintaining accurate administrative records, processing and organizing documents, updating databases, managing digital files, and supporting the smooth flow of information across the organization.
The ideal candidate enjoys structured administrative work, has strong attention to detail, is comfortable working with digital systems, and can manage confidential information responsibly.
The Administrative Records Specialist will support PulseMediaNL by ensuring that company records and administrative information are accurate, organized, accessible, and properly maintained.
The successful candidate will review and process documents, enter and update information in company systems, maintain electronic records, organize digital files, verify data, track documentation, and assist with general administrative activities.
This position requires a methodical approach to work, strong organizational skills, accuracy, and the ability to follow established records-management procedures.
Because the position is fully remote, the successful candidate must also be comfortable working independently, communicating through digital channels, managing deadlines, and maintaining confidentiality in a remote environment.
Create, maintain, update, and organize administrative records.
Enter information into approved databases, spreadsheets, and records-management systems.
Ensure records are complete, accurate, and properly categorized.
Review existing records for outdated, incomplete, duplicate, or inconsistent information.
Update records when new information becomes available.
Maintain appropriate documentation of record changes.
Retrieve records for authorized employees when requested.
Follow established records-management procedures.
Assist with periodic records reviews and cleanup projects.
Ensure records are stored in appropriate locations.
Accurately enter information from forms, documents, emails, spreadsheets, and other approved sources.
Create new records and update existing information.
Verify names, dates, reference numbers, contact details, and other relevant information.
Review entered information for accuracy and completeness.
Identify discrepancies or missing information.
Request clarification when source information is unclear.
Correct routine errors according to established procedures.
Maintain consistent data-entry standards.
Complete assigned processing activities within established deadlines.
Receive, review, and process administrative documents.
Confirm that required information and supporting documentation are present.
Organize documents according to established procedures.
Enter relevant information into appropriate systems.
Track the status of documents and administrative requests.
Identify incomplete or inconsistent documentation.
Request missing information when authorized.
Assist with scanning, indexing, uploading, and archiving documents where applicable.
Maintain accurate records of processed documents.
Maintain organized electronic filing systems.
Upload, rename, categorize, and archive digital documents.
Follow established file-naming conventions.
Store records in appropriate folders, databases, or cloud-based systems.
Retrieve documents for authorized team members.
Identify duplicate, outdated, or incorrectly filed documents.
Assist with digital file cleanup and archiving.
Maintain organized shared drives and cloud storage.
Ensure records can be located efficiently when required.
Compare records against source documentation.
Review information for errors, inconsistencies, and omissions.
Identify duplicate or conflicting records.
Perform routine quality checks.
Verify important information before records are finalized.
Correct routine errors where authorized.
Escalate unresolved discrepancies to the appropriate supervisor.
Assist with data-quality improvement initiatives.
Maintain high standards of record accuracy and integrity.
Provide general administrative and clerical assistance.
Maintain administrative trackers, logs, lists, and schedules.
Process routine forms and administrative requests.
Prepare basic reports and summaries.
Monitor assigned administrative task queues.
Support supervisors and internal departments with records-related requests.
Assist with special records and administrative projects.
Perform other related administrative duties as assigned.
Maintain records using Microsoft Excel, Google Sheets, or similar applications.
Update administrative spreadsheets and tracking documents.
Sort, filter, organize, and format information as required.
Check spreadsheets for missing or inconsistent data.
Assist with spreadsheet cleanup and record reconciliation.
Maintain consistent formatting and data structures.
Prepare basic data summaries when requested.
Monitor assigned administrative inboxes and communication channels.
Review incoming records-related requests.
Respond to routine inquiries when authorized.
Forward specialized requests to the appropriate department or employee.
Communicate professionally with supervisors and colleagues.
Request clarification regarding incomplete documentation.
Provide updates regarding assigned records-management tasks.
Escalate urgent or sensitive matters appropriately.
The Administrative Records Specialist may have access to confidential customer, employee, vendor, operational, financial, or company information.
The successful candidate must:
Maintain strict confidentiality at all times.
Access records only when necessary for assigned responsibilities.
Protect company passwords, usernames, and system credentials.
Use approved company systems for storing and processing information.
Follow established data-storage and document-sharing procedures.
Maintain appropriate privacy while working remotely.
Secure work devices and systems when unattended.
Never disclose confidential information to unauthorized individuals.
Report suspected unauthorized access, data loss, or security incidents promptly.
Follow applicable privacy and data-protection requirements, including GDPR requirements where relevant.
The successful candidate will be expected to:
Maintain reliable internet access during scheduled working hours.
Remain available through designated company communication channels.
Maintain dependable attendance and punctuality.
Manage assigned responsibilities independently.
Prioritize tasks according to deadlines and business requirements.
Attend required virtual meetings and training sessions.
Provide progress updates when requested.
Communicate promptly about technical problems or potential delays.
Maintain a professional and reasonably quiet workspace.
Protect confidential records within the remote working environment.
Follow company remote-work and information-security procedures.
Candidates should ideally possess:
High school diploma, secondary school qualification, GED, or equivalent.
Basic to intermediate computer proficiency.
Strong attention to detail.
Excellent organizational skills.
Good typing and keyboard skills.
Ability to accurately enter and verify information.
Good written communication skills.
Ability to work with spreadsheets, documents, databases, and digital filing systems.
Ability to follow detailed procedures.
Ability to manage multiple administrative priorities.
Strong time-management skills.
Ability to handle confidential information responsibly.
Ability to work independently in a remote environment.
Reliable internet access suitable for remote work.
Previous experience in records management, data entry, administration, document control, clerical support, virtual assistance, or office administration is an advantage but may not be required for suitable entry-level candidates.
Experience or familiarity with the following is beneficial:
Microsoft Excel.
Microsoft Word.
Microsoft Outlook.
Google Sheets.
Google Docs.
Google Drive.
Gmail.
CRM systems.
Database-management platforms.
Document-management systems.
Records-management software.
Cloud-based storage platforms.
Administrative reporting tools.
Remote collaboration platforms.
Training may be provided on PulseMediaNL-specific systems, procedures, and workflows.
Records Organization: Ability to maintain structured, accurate, and accessible administrative records.
Attention to Detail: Ability to identify small errors, missing information, duplicate records, and inconsistencies.
Data Accuracy: Strong commitment to maintaining reliable information.
Document Management: Ability to organize, categorize, retrieve, and maintain electronic documents.
Computer Proficiency: Comfortable working with databases, spreadsheets, word-processing applications, email, and cloud-based systems.
Time Management: Ability to prioritize assignments and meet deadlines.
Communication: Ability to communicate clearly and professionally with supervisors and colleagues.
Confidentiality: Ability to handle sensitive information responsibly and discreetly.
Problem Solving: Ability to identify discrepancies and determine when clarification or escalation is necessary.
Independence: Ability to remain productive and accountable while working remotely.
Adaptability: Willingness to learn new systems, software, procedures, and workflows.
Performance may be evaluated based on:
Accuracy of records.
Completeness of documentation.
Data-entry accuracy.
Timeliness of record updates.
Quality of document processing.
Organization of digital files.
Accuracy of spreadsheets and databases.
Responsiveness to records-related requests.
Proper identification of discrepancies.
Compliance with records-management procedures.
Confidentiality and information-security compliance.
Remote-work reliability and communication.
Ability to learn and apply new processes.
The position prioritizes accuracy, organization, confidentiality, consistency, and timely completion of work.
A typical day may include reviewing incoming documents and administrative requests, updating records, entering information into databases, verifying data, organizing electronic files, and responding to routine records-related communications.
Additional activities may include:
Updating spreadsheets and tracking logs.
Reviewing records for missing information.
Retrieving requested documents.
Processing administrative forms.
Identifying duplicate or outdated records.
Preparing basic reports.
Following up on missing documentation.
Assisting with records-cleanup projects.
Coordinating with internal departments.
Participating in virtual meetings and training.
Daily responsibilities may vary according to current business needs and administrative projects.
Training may include:
PulseMediaNL records-management procedures.
Data-entry standards.
Document-processing workflows.
Database and spreadsheet management.
Digital filing procedures.
Data verification and quality control.
Document retention and organization procedures.
Confidentiality and privacy requirements.
Information-security practices.
Internal communication standards.
Remote-work expectations.
Company-specific software and systems.
Employees are expected to participate actively in training, ask questions when clarification is needed, apply feedback, and continuously improve their accuracy and efficiency.
Depending on the final employment arrangement, PulseMediaNL may offer:
Fully remote work opportunities.
Full-time or part-time schedules where available.
Structured onboarding and training.
A professional and collaborative remote working environment.
Opportunities to develop records-management and administrative skills.
Practical experience with modern digital business systems.
Ongoing guidance and performance feedback.
Opportunities for increased responsibility based on performance.
Transferable experience in records management, administration, data entry, and business operations.
The ideal candidate is someone who is:
Highly organized and methodical.
Detail-oriented and accurate.
Reliable and responsible.
Comfortable working with digital records.
Comfortable using computers and business software.
Able to manage structured and repetitive administrative tasks.
Good at following established procedures.
Capable of managing multiple priorities.
A clear and professional communicator.
Careful with confidential information.
Comfortable working independently.
Willing to learn new systems and processes.
Receptive to training and constructive feedback.
Committed to maintaining accurate and organized records.
PulseMediaNL is committed to maintaining a professional, inclusive, and respectful working environment. Employment decisions are based on legitimate business requirements, relevant qualifications, skills, experience, and an individual's ability to successfully perform the responsibilities of the position.
Interested candidates should submit an up-to-date CV/resume together with a brief introduction explaining their interest in the Administrative Records Specialist (Remote) position.
Applicants are encouraged to highlight experience or skills involving:
Records management
Data entry
Document control
Administrative support
Database management
Spreadsheet management
Digital file organization
Document processing
Microsoft Office or Google Workspace
CRM systems
Confidential information handling
Remote or independent work
Professional communication
Entry-level candidates are encouraged to apply if they demonstrate strong organizational skills, attention to detail, computer proficiency, reliability, professionalism, and a willingness to learn.
| Location | (Remote) |
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