Records Specialist

VIVA Consulting is a Boston-area real estate consulting firm providing tailored expertise in real estate development, property management, refinancing, and new business initiatives. We work individually or collaboratively, matching our strengths and experience to each client’s needs. We serve public, private, and nonprofit organizations across urban, suburban, and rural markets nationwide. With extensive industry knowledge and experience supporting hundreds of organizations, VIVA delivers practical, efficient, and responsive solutions. Our flexible approach ranges from targeted problem-solving to long-term strategy and implementation. Rooted in community development, we are committed to advancing thoughtful, mission-driven projects and creating lasting impact.

VIVA Consulting is seeking a reliable and detail-oriented Records Specialist to help organize, update, and maintain digital records and documents. This is a straightforward remote position involving routine administrative tasks such as entering information, organizing files, reviewing records, and keeping documents accurate and up to date. The ideal candidate is dependable, comfortable using a computer, and able to follow simple instructions with attention to detail.

Responsibilities

• Organize and maintain electronic records and documents.
• Enter basic information into spreadsheets, databases, and digital files.
• Review records for missing or incorrect information.
• Update existing records when changes are provided.
• Rename, sort, and organize digital files and folders.
• Scan, upload, and save documents when needed.
• Keep records organized and easy for the team to access.
• Follow simple procedures for storing and handling documents.
• Complete assigned tasks accurately and within established deadlines.
• Communicate with team members when information is unclear or additional details are needed.
• Maintain confidentiality when working with company and client records.

Requirements

• High school diploma or equivalent preferred.
• Basic computer and internet skills.
• Comfortable using Microsoft Word, Excel, Google Docs, or similar programs.
• Good attention to detail and accuracy.
• Ability to follow written instructions and complete routine tasks.
• Basic typing and data-entry skills.
• Reliable internet connection and computer suitable for remote work.
• Ability to work independently with minimal supervision.
• Good organizational and communication skills.
• Previous records, administrative, or data-entry experience is helpful but not required.
• Willingness to learn company procedures and systems.

Benefits

• Fully remote work environment.
• Full-time or part-time scheduling options.
• Flexible work arrangements.
• Simple and clearly defined daily responsibilities.
• Training and guidance provided.