Customer Administration & Records Specialist – Remote

About PulseMediaNL

PulseMediaNL is seeking a reliable and detail-oriented Customer Administration & Records Specialist to support our remote administrative operations. This position focuses on maintaining accurate customer records, processing information, organizing documentation, and providing professional administrative support.

The ideal candidate is organized, comfortable using digital systems, attentive to detail, and capable of working independently while maintaining accuracy and confidentiality.

Position Overview

The Customer Administration & Records Specialist is responsible for ensuring customer and business information is accurately recorded, properly organized, and readily accessible to authorized team members.

The role combines records management, data entry, customer administration, document processing, database maintenance, and general office support.

This is an excellent opportunity for candidates interested in developing experience in administration, records management, customer operations, and digital business systems.

Key Responsibilities

Customer Records Administration

• Create, maintain, and update customer records.

• Enter customer information into approved databases and CRM systems.

• Maintain accurate contact, account, and administrative information.

• Review records for completeness and accuracy.

• Identify outdated, duplicate, or inconsistent records.

• Process authorized changes to customer information.

• Document customer requests and administrative actions.

• Retrieve records for authorized employees.

• Maintain organized and accessible customer information.

Data Entry & Verification

• Enter information from forms, emails, documents, spreadsheets, and other approved sources.

• Review entered information for accuracy before submission.

• Verify names, dates, contact information, reference numbers, and other relevant data.

• Identify missing or unclear information.

• Correct routine data-entry errors according to established procedures.

• Flag discrepancies requiring additional review.

• Maintain consistent formatting and data-entry standards.

• Assist with data-cleanup and quality-control activities.

Document Processing

• Receive and review customer and administrative documentation.

• Confirm required information is complete.

• Process documents according to established procedures.

• Upload and categorize electronic records.

• Request missing information when authorized.

• Track documentation requiring additional action.

• Maintain records of processed documents.

• Assist with document indexing and archiving.

CRM & Database Support

• Create and update CRM records.

• Maintain accurate customer notes and administrative information.

• Record relevant communications and follow-up requirements.

• Review database information for inconsistencies.

• Identify potential duplicate records.

• Assist with routine database maintenance.

• Retrieve information for authorized business purposes.

• Follow established records-management standards.

Spreadsheet Management

• Maintain administrative spreadsheets, trackers, and data lists.

• Enter and update information accurately.

• Sort, filter, categorize, and organize records.

• Review spreadsheets for incomplete or inconsistent information.

• Maintain consistent formatting.

• Assist with basic data reconciliation.

• Prepare simple summaries and reports when requested.

Customer Administration Support

• Respond to routine administrative inquiries through approved channels.

• Provide customers with accurate general information when authorized.

• Document customer communications.

• Track outstanding requests and follow-up activities.

• Forward specialized questions to appropriate team members.

• Assist with processing routine customer requests.

• Maintain professional and courteous communication.

• Escalate sensitive or complex matters appropriately.

Digital File Management

• Maintain organized electronic filing systems.

• Upload, rename, categorize, and archive files.

• Follow established file-naming conventions.

• Organize shared folders and cloud-based records.

• Retrieve documents when requested.

• Identify incorrectly filed or duplicate documents.

• Assist with digital-file cleanup and archiving.

Required Qualifications

• High school diploma, secondary school qualification, GED, or equivalent.

• Basic to intermediate computer proficiency.

• Strong attention to detail and accuracy.

• Good typing and data-entry skills.

• Strong organizational and time-management abilities.

• Professional written communication skills.

• Ability to use spreadsheets, email, databases, and digital documents.

• Ability to follow detailed procedures and instructions.

• Ability to manage multiple assignments.

• Ability to work independently in a remote environment.

• Responsible approach to confidential information.

Previous experience in administration, records management, data entry, customer service, document processing, office support, or virtual assistance is beneficial but may not be required.

Preferred Skills

Familiarity with any of the following is advantageous:

• Microsoft Word, Excel, and Outlook

• Google Docs, Sheets, Drive, and Gmail

• CRM platforms

• Database-management systems

• Digital document-management platforms

• Customer-support systems

• Cloud-based office applications

• Remote collaboration tools

Training may be provided on PulseMediaNL-specific systems and procedures.

Key Competencies

Attention to Detail: Ability to identify errors, incomplete records, duplicates, and inconsistencies.

Records Organization: Ability to maintain structured and accessible customer information.

Data Accuracy: Commitment to maintaining complete and reliable records.

Administrative Skills: Ability to manage documents, requests, records, and routine business activities effectively.

Communication: Ability to communicate professionally with customers and colleagues.

Time Management: Ability to prioritize assignments and meet deadlines.

Computer Skills: Comfortable working with spreadsheets, databases, documents, and online platforms.

Confidentiality: Responsible handling of sensitive customer and company information.

Reliability: Dependable attendance, communication, and completion of assigned work.

Independence: Ability to remain productive without continuous supervision.

Confidentiality & Data Protection

The position may involve access to confidential customer and company information. Employees are expected to protect sensitive information, maintain secure login credentials, and use only approved company systems.

Customer or company information must not be disclosed to unauthorized individuals. Applicable privacy and data-protection requirements, including GDPR requirements where relevant, must be followed.

Remote Work Expectations

The successful candidate should:

• Maintain reliable internet access during scheduled working hours.

• Remain available through designated communication channels.

• Manage assigned responsibilities independently.

• Maintain dependable attendance and punctuality.

• Attend required virtual meetings and training.

• Meet established deadlines.

• Communicate promptly regarding technical issues or delays.

• Maintain a professional remote workspace.

• Follow company security and remote-work procedures.

Ideal Candidate

The ideal candidate is organized, dependable, accurate, and comfortable working with digital information. They enjoy maintaining structured records, completing administrative tasks, and ensuring information is properly documented.

Successful candidates will demonstrate professionalism, confidentiality, attention to detail, strong computer skills, and a willingness to learn.

What PulseMediaNL Offers

Depending on the employment arrangement, PulseMediaNL may offer:

• Fully remote work.

• Full-time or part-time opportunities.

• Structured onboarding and training.

• Professional development opportunities.

• Experience with modern digital business systems.

• Ongoing guidance and performance feedback.

• Opportunities for increased responsibility based on performance.

How to Apply

Interested candidates should submit an up-to-date CV/resume and a brief introduction explaining their interest in the Customer Administration & Records Specialist position.

Applicants are encouraged to highlight experience or skills in administration, data entry, customer records, CRM systems, spreadsheet management, document processing, Microsoft Office, Google Workspace, digital filing, or remote work.

Entry-level candidates are encouraged to apply if they demonstrate strong computer skills, attention to detail, organization, reliability, professionalism, and a willingness to learn.