Records Clerk

About the job

This is a remote position.

Pirie Associates Architects is a collaborative, design-led architectural firm committed to sustainable, inclusive, and community-focused projects. The practice values structured systems, clear documentation, and operational excellence to support the delivery of high-quality architectural services.

Position Overview

The Records Clerk is responsible for maintaining accurate, organized, and secure digital records across the practice. This role ensures project documentation, client files, contracts, and administrative records are properly stored, updated, and easily accessible in a remote working environment.

The ideal candidate is highly detail-oriented, methodical, and comfortable managing confidential information within a professional services setting.

Key Responsibilities

Records Management

Maintain and organize digital filing systems for project and administrative records

Ensure proper document naming conventions and version control

Archive completed project files according to internal retention policies

Retrieve records and documentation upon request

Data Entry & Accuracy

Perform accurate data entry into internal databases and tracking systems

Update client and project records regularly

Conduct periodic audits to ensure record accuracy and completeness

Compliance & Confidentiality

Safeguard confidential client, employee, and business information

Assist in maintaining compliance with internal documentation standards

Support record retention and data protection procedures

Administrative Support

Assist with preparing documentation for client submissions

Maintain contract and vendor documentation logs

Coordinate meeting records and distribute relevant documentation

Provide general clerical support to project teams as needed

Requirements

1–3 years of experience in records management, clerical, or administrative roles

Strong attention to detail and organizational skills

Proficiency in Microsoft Office and/or Google Workspace

Experience working with digital document management systems

Ability to work independently in a remote setting

High level of discretion and professionalism

Benefits

Competitive salary based on experience

Flexible remote working arrangement

Paid annual leave and public holidays

Professional development and training support

Home office stipend or equipment allowance

Supportive and collaborative team culture