Records Associate

Records Associate

Job Overview

The Records Associate is responsible for supporting the daily management, organization, storage, processing, and retrieval of client documents and business records. This role helps ensure that physical and electronic records are accurately maintained, securely stored, and readily accessible in accordance with client procedures and established records management practices.

Responsibilities may include document scanning and digitization, file organization, indexing, archiving, records retrieval, document storage, and the processing of incoming and outgoing materials. The Records Associate works closely with client employees and internal teams to fulfill document requests, maintain accurate records, and provide efficient, professional service.

Overall, this position is committed to delivering exceptional customer service while maintaining the highest standards of accuracy, confidentiality, organization, and professionalism.

Duties and Responsibilities

• Provide exceptional customer service to client employees and visitors through professional, timely, and courteous interactions.

• Organize, maintain, and manage physical and electronic business records, documents, and files.

• Receive, sort, prepare, scan, index, and digitize documents for electronic storage and retrieval.

• Maintain document storage systems, including filing, archiving, labeling, tracking, and organizing records.

• Process document requests, including locating, retrieving, distributing, and returning physical or electronic records.

• Ensure documents are accurately entered into records management systems and stored according to established procedures.

• Assist with records inventories, file audits, retention schedules, and the organization of active and inactive records.

• Maintain the security, confidentiality, and proper handling of sensitive business information and client documentation.

• Coordinate document storage, transfer, and retrieval activities while maintaining accurate tracking and chain-of-custody records when required.

• Respond to employee inquiries regarding document requests, records retrieval, and related services.

• Receive, sort, and distribute incoming mail and packages; process outgoing mail and shipments as needed.

• Notify employees of incoming deliveries and maintain accurate package tracking records.

• Submit work orders and coordinate service requests as needed.

• Maintain a clean, organized, and professional records management and business services workspace.

• Proactively identify additional tasks and support opportunities during periods of lower activity.

• Build and maintain positive working relationships with client employees, departments, and internal teams.

• Provide cross-functional support for reception, concierge, mailroom, and other office services as business needs require.

• Assist with training backup personnel and sharing knowledge of established procedures and processes.

• Escalate sensitive inquiries, document discrepancies, and service concerns to management as appropriate.

• Perform additional administrative and operational duties as assigned.

Competencies

• Strong customer service orientation and commitment to client satisfaction.

• Excellent organizational skills and attention to detail.

• Ability to maintain confidentiality and appropriately handle sensitive information.

• Strong written and verbal communication skills.

• Professional demeanor and ability to interact effectively with employees at all levels.

• Ability to work independently with minimal supervision.

• Strong initiative and willingness to take ownership of assigned responsibilities.

• Ability to manage multiple priorities and meet established deadlines.

• Flexibility and adaptability in a changing work environment.

• Ability to learn new technology, software, and operational processes quickly.

• Strong problem-solving skills and a commitment to accuracy.

Qualifications and Education Requirements

• High school diploma or equivalent required.

• 1–2 years of relevant work experience required.

• Previous experience in records management, document storage, scanning, document processing, filing, archiving, or administrative support preferred.

• Experience utilizing electronic document management or records management systems preferred.

• Familiarity with document scanning, indexing, data entry, file organization, and information retrieval preferred.

• Proficiency with Microsoft Office applications and the ability to learn client-specific software and systems.

• Strong organizational, time management, and problem-solving skills.

• Ability to maintain confidentiality and handle sensitive business records appropriately.

• Ability to work assigned hours as determined by management.

• Maintain a professional appearance and demeanor.

• Adhere to all SPS and client policies, procedures, and service expectations.

Physical Requirements

Approximately 50% of the time, this position may require the following physical activities:

• Ability to grasp, lift, carry, and move packages or records using standard wheeled carts.

• Ability to lift or move materials weighing up to 40 pounds, with or without reasonable accommodation.

• Ability to walk, bend, kneel, stand, and sit for extended periods.

• Manual dexterity required to operate computers, scanners, printers, copiers, and other office equipment.

Travel Requirements

None or negligible.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change at any time with or without notice.

Compensation:

The expected compensation is an estimate, and the final offer will depend on skills, experience, location, and other job-related factors.

Vacancy Status:

This posting is for an existing vacancy.

Pay Range $22 - $22.80 USD

WHAT WE OFFER

• Career Growth: An opportunity to enter a job that allows you to learn new skills or use a variety of them that may lead you to uncover other career opportunities.
• Learning & Development: At SPS, we promote a work culture of learning so that you can develop to be the best at what you do.
• We Recognize Talent: We offer a variety of recognition programs for all levels of employees.
• Paid Time Off: Full time: Minimum of 80 hours/calendar year. Part time/temporary: Minimum of 1 hour for every 30 hours worked. PTO amounts may increase based on tenure and/or the assigned account. PTO allows employees to take approved time off for any reason.
• Bonuses: Are available for employee and client referrals for current employees.
• Benefit Offerings: Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking Pre-Tax Plans, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identify Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k w/ matching, and Entertainment Discounts.
• Note: Please inquire with the Human Resources team for benefit offerings per role as regular positions that routinely are under 30 hours/week may have a different benefit offering.

About SPS

SPS is a global workplace solutions and business transformation company operating in more than 20 countries. Across North America, we help clients enhance workplace experiences and business operations through services including workplace support, physical and digital mailroom solutions, intelligent document processing, reception and concierge services, and other business support offerings.

Our clients include leading organizations across banking, insurance, legal, higher education, professional services, and many Fortune 500 companies.

At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equity and diversity.

SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by applicable law.

Colorado only: We accept applications for an expected minimum of 5 days from the date it is posted. The posting may remain open longer as needed to ensure a robust and inclusive applicant pool.

To ensure a fair and authentic interview process, applicants may not use AI tools or any other form of real-time assistance during interviews. SPS team members may use transcription or note-taking technology solely to support accurate interview documentation. No AI or automated decision-making tools are used to screen, assess, or select candidates for this role. SPS uses the Greenhouse Applicant Tracking System to facilitate application management and recruiting workflows. Human recruiters and hiring managers review applications and exercise independent judgment throughout the hiring process.

SPS offers reasonable accommodations in the hiring and employment process for individuals with disabilities. If you need assistance in the application or hiring process to accommodate a disability, you may request an accommodation at any time.

To view our privacy policy, click on the link below: Data Privacy Statement

Acknowledgement Section: By submitting an application, by hitting "Submit Application", you certify that the information contained in this application is true and complete. You attest to the fact that the answers provided are correct to the best of your knowledge and ability. You certify that you have not knowingly withheld any information that might affect your chances for hiring. You understand that any false information or omission (including any misstatement) on this application or on any document used to secure this employment can be grounds for rejection of application or, if you are employed by SPS can be grounds for immediate termination from this company.