Corporate Records Specialist

The Corporate Records Specialist ensures accurate and timely management of corporate records to support compliance, operational efficiency, and organizational standards. This role focuses on maintaining integrity of records, facilitating secure storage and retrieval, and collaborating with internal stakeholders to meet regulatory and business requirements

What You’ll Do:

• Receive, review, and process incoming records from multiple sources, ensuring completeness and accuracy.


• Enter and maintain record data in the Collateral Note Tracker and prepare records for secure vault storage.


• Conduct quality control checks and system testing following Collateral Note Tracker updates.


• Verify record status and process timely updates for paid, closed, or adjusted items.


• Track, coordinate, and fulfill record return and retrieval requests.


• Maintain accurate record movement logs, shipping lists, and inventory documentation.


• Ensure compliance with records retention schedules, organizational policies, and audit requirements.


• Coordinate secure off-site storage and retrieval services with Iron Mountain.


• Support annual records destruction activities and special records management projects.


• Maintain storage supply inventory and collaborate with internal teams to support operational needs.

What You’ll Need: 

• High school diploma or GED with demonstrated reading, writing, and basic math proficiency.


• 1-3 years of clerical or records management experience, including filing and document organization.


• Knowledge of Collateral Note Tracker and Collateral Vault systems and processes.


• Experience with Iron Mountain records storage, retrieval, and retention procedures.


• Proficiency in Microsoft Excel and document tracking/records management systems.


• Strong attention to detail, organization, and ability to manage multiple priorities while meeting deadlines.


• Physical ability to perform filing, records handling, and storage-related tasks.