? We’re Hiring: Records Specialist

? Remote (Canada)

? Full-Time / Part-Time

? Level: Entry-Level / Junior

We’re looking for a detail-oriented, organized, and reliable Records Specialist to support records management, document organization, data maintenance, information retrieval, and day-to-day record-keeping activities. This role is ideal for candidates who enjoy organizing information, maintaining accurate records, managing digital files, and ensuring business information is properly stored and accessible in a fully remote environment.

? Key Responsibilities

- Create, organize, update, and maintain accurate company records and databases
- Manage electronic documents and digital filing systems
- Review records for accuracy, completeness, consistency, and proper classification
- Enter, verify, and update information in internal databases and records management systems
- Ensure documents are properly labeled, categorized, indexed, and stored
- Retrieve and distribute records in response to authorized internal requests
- Maintain records logs, tracking spreadsheets, and document registers
- Identify duplicate, incomplete, outdated, or inaccurate records and coordinate corrections
- Assist with scanning, uploading, digitizing, and organizing physical documents
- Monitor document retention schedules and assist with records archiving
- Support the secure storage, handling, and disposal of records in accordance with company policies
- Maintain confidentiality when handling sensitive business, employee, or customer information
- Track document revisions and maintain accurate records of changes when required
- Assist with preparing records for audits, reviews,



and internal assessments
- Coordinate with relevant departments to collect, verify, and update records
- Respond to routine requests for information and documentation
- Follow established records management procedures and information-handling guidelines
- Identify opportunities to improve record-keeping processes and information retrieval
- Support data quality checks and records reconciliation activities
- Perform other records management and administrative duties as assigned

✅ Requirements

- Entry-Level / Junior candidates are welcome to apply
- 0–3+ years of experience in records management, administration, data entry, document control, or a related field
- A high school diploma or equivalent is required; a diploma or degree in Business Administration, Information Management, or a related field is an asset
- Excellent attention to detail and accuracy
- Strong organizational and time-management skills
- Proficiency with Microsoft Office, especially Word and Excel, or Google Workspace
- Basic computer skills and familiarity with digital filing systems and databases
- Ability to organize, classify, and retrieve information efficiently
- Strong written communication and data entry skills in English
- Ability to identify discrepancies and maintain accurate records




- Understanding of confidentiality and responsible information handling
- Familiarity with electronic document management systems or records management software is an asset
- Ability to manage multiple tasks and meet deadlines
- Strong problem-solving skills and a methodical approach to work
- Ability to work independently and collaborate effectively with remote teams
- Willingness to learn recent software, systems, and records management procedures
- Professional, dependable, and results-oriented attitude
- Based in Canada and legally authorized to work in Canada
- Able to work effectively in a fully remote environment
- Reliable internet connection and a suitable home office setup

? What We Offer

- Fully remote work arrangement within Canada
- Flexible and supportive work environment
- Comprehensive training and onboarding
- Hands-on experience with records management, document control, and information organization
- Opportunities to develop skills in data accuracy, digital filing, records retention, and information management
- Exposure to modern records management systems, databases, and digital collaboration tools
- Career growth opportunities toward Senior Records Specialist, Records Management Coordinator, Document Controller, Information Management Specialist, or related roles
- Supportive and collaborative remote workplace culture
- Continuous learning and professional development opportunities
- Opportunities to contribute to records management projects and process improvements
- Competitive compensation and benefits package

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📌 Records Specialst (Canada)
🏢 KM UniTech
📍 Canada