Virtual Administrative Records & Data Coordinator

Job Title: Virtual Administrative Records & Data Coordinator

Position Overview

We are seeking a detail-oriented and highly organized Virtual Administrative Records & Data Coordinator to support our remote operations. This role is responsible for maintaining accurate records, coordinating data management processes, and providing administrative support across departments. The ideal candidate is dependable, analytical, and comfortable working independently in a virtual environment while ensuring strict accuracy and confidentiality.

Key Responsibilities

Records Management

Maintain and organize digital records in accordance with company standards

Review documentation for accuracy, completeness, and proper formatting

Manage record retention schedules and archive outdated files appropriately

Ensure proper version control and documentation tracking

Assist with document retrieval and distribution requests

Data Entry and Coordination

Accurately input, update, and verify data in internal databases and systems

Conduct routine audits to ensure data integrity and consistency

Resolve discrepancies in collaboration with internal teams

Generate recurring and ad hoc reports for management

Support data migration or system updates when required

Administrative Support

Prepare reports, spreadsheets, and internal communications

Schedule meetings and maintain calendars as assigned

Track tasks and project deadlines to ensure timely completion

Respond to internal and external inquiries professionally and promptly

Assist with workflow coordination across departments

Compliance and Quality Assurance

Maintain strict confidentiality of sensitive company and client information

Ensure compliance with company policies and data security procedures

Monitor processing timelines and performance metrics

Recommend process improvements to enhance efficiency and accuracy

Required Qualifications

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

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

Strong typing skills with high accuracy

Proficiency in Microsoft Office, particularly Excel and Word

Familiarity with document management or cloud-based systems

Excellent organizational and time management skills

Strong written and verbal communication abilities

Ability to work independently in a remote setting

Reliable high-speed internet connection and dedicated workspace

Preferred Qualifications

Experience working in a compliance-driven or structured documentation environment

Familiarity with CRM, ERP, or records management software

Basic knowledge of reporting tools or data tracking systems

Previous remote work experience

Core Competencies

Attention to detail and precision

Accountability and reliability

Strong organizational and documentation skills

Problem-solving mindset

Time management and prioritization

Professional communication

Work Environment

Fully remote position

Standard business hours with flexibility based on operational needs

Virtual onboarding and ongoing training provided

Performance metrics focused on accuracy, timeliness, and productivity

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

Professional development and advancement opportunities

Flexible remote work environment

This position is ideal for a motivated professional who excels at managing records and coordinating data processes while contributing to efficient administrative operations in a fully remote setting.