Records Management Specialist

The Records Management Administrator is responsible for supporting the company's Records & Information Management (RIM) program with a primary focus on physical records. This role ensures compliance with corporate retention policies and regulatory requirements by managing record archiving, indexing, retrieval, and destruction processes.

The ideal candidate will have 2–5 years of hands‑on records management experience, preferably within the oil and gas industry, and direct experience coordinating offsite storage, shredding/destruction processes, and record indexing. This individual should be detail-oriented, process-driven, and comfortable working cross‑functionally with business units to maintain accurate and compliant record inventories.

• Partner with department administrators and business units to manage physical records throughout their lifecycle.
• Coordinate intake, labeling, and delivery of physical record boxes to the Houston office and offsite storage vendors.
• Review and verify box‑level metadata, ensuring accurate indexing, record descriptions, and retention classifications.
• Confirm retention periods align with corporate RIM policies and regulatory requirements.
• Educate internal stakeholders on proper use of the automated box management system, including when and how to prepare records for storage.
• Support record owners with data entry requirements and records‑related inquiries.
• Ensure RIM policies and procedures are consistently followed.
• Assist with administrative records projects including indexing, scanning initiatives, and file room organization.
• Conduct inventory clean‑up and metadata validation efforts to improve accuracy and compliance.
• Provide documentation and support for audits or compliance reviews as needed.
• Assist business units with searching and retrieving physical records from storage.
• Generate and review inventory and retention reports.
• Support data validation and reconciliation efforts related to record inventories.
• Identify records eligible for destruction in accordance with approved retention schedules.
• Run destruction eligibility reports and prepare required documentation for review and approval.
• Route destruction requests through appropriate approval workflows.
• Coordinate shredding and secure destruction with offsite storage vendors.
• Assist with implementation and tracking of record holds (legal or regulatory).
• Maintain documentation of destruction activities for audit purposes.

• 2–5 years of experience in records management, records administration, or document control.
• Experience managing physical records, including box indexing, retention verification, and offsite storage coordination.
• Direct involvement in destruction processes, including shredding coordination and approval documentation.
• High School Diploma or equivalent required.
• Proficient in Microsoft Office Suite (Excel, Outlook, Word).
• Strong attention to detail and organizational skills.
• Ability to lift up to 40 lbs.
• Ability to work independently while maintaining compliance with established procedures.

• Experience in the oil and gas industry strongly preferred.
• Familiarity with enterprise records management systems (e.g., File Net, SharePoint Records Management).
• Understanding of records retention schedules and regulatory compliance requirements.
• Strong written and verbal communication skills.
• Ability to work collaboratively across departments.
• Experience working with third‑party storage vendors.