Remote Documentation & Administrative Data Specialist

Position Overview

We are seeking a detail-oriented and organized Remote Documentation & Administrative Data Specialist to support our team with accurate recordkeeping, document management, and data administration. This role plays a critical part in maintaining structured documentation systems, ensuring data integrity, and supporting daily administrative operations in a fully remote environment. The ideal candidate is proactive, dependable, and comfortable handling confidential information while managing multiple priorities.

Key Responsibilities

Documentation Management

Create, organize, and maintain digital files and records in accordance with company standards

Review documentation for accuracy, completeness, and proper formatting

Update and archive records to ensure compliance with retention policies

Maintain version control and ensure proper document tracking

Assist with preparing and distributing internal and external documentation

Data Entry and Administration

Accurately input and update data within company databases, spreadsheets, and document management systems

Perform regular audits to ensure data consistency and integrity

Verify information and resolve discrepancies in collaboration with internal teams

Generate reports and summaries based on maintained records

Support data migration or system updates when required

Administrative Support

Coordinate scheduling, meeting documentation, and follow-up communications

Prepare reports, spreadsheets, and presentations for management

Respond promptly to documentation and data-related requests

Support cross-functional departments with clerical and operational tasks

Compliance and Quality Assurance

Ensure adherence to company policies and data security protocols

Maintain strict confidentiality of sensitive information

Monitor workflow processes and recommend improvements for efficiency

Track performance metrics related to documentation accuracy and timeliness

Communication and Collaboration

Communicate clearly with supervisors and team members in a virtual setting

Participate in remote meetings, onboarding, and training sessions

Provide regular updates on assigned projects and deadlines

Required Qualifications

High school diploma or equivalent required; Associate's or Bachelor's degree preferred

13 years of experience in administrative support, documentation management, or data entry

Strong proficiency in Microsoft Office, particularly Word and Excel

Experience with cloud-based document management systems

Excellent organizational and time management skills

Strong written and verbal communication abilities

High attention to detail and accuracy

Ability to work independently in a remote environment

Reliable high-speed internet connection and dedicated workspace

Preferred Qualifications

Prior remote work experience

Familiarity with CRM, ERP, or records management systems

Basic understanding of compliance and data governance practices

Experience supporting multiple departments simultaneously

Core Competencies

Attention to detail and precision

Accountability and reliability

Problem-solving mindset

Strong documentation and formatting skills

Time management and prioritization

Professional communication

Work Environment

Fully remote position

Standard business hours with flexibility depending on operational needs

Virtual onboarding and ongoing training provided

Performance metrics based on accuracy, efficiency, and task completion

Collaborative and supportive remote team culture

Compensation and Benefits

Competitive hourly or salaried compensation

Performance-based incentives where applicable

Paid time off and holiday pay

Health, dental, and vision benefits for eligible employees

Opportunities for professional growth and advancement

Remote work flexibility

This role is ideal for a highly organized professional who excels at managing documentation and maintaining accurate data while contributing to efficient remote operations within a structured and team-oriented environment.