Records Coordinator

About the role

Toolad has an opening for a Records Coordinator supporting advertising, creative campaigns, social media, events, client service, audience engagement, and performance reporting. The person in this role will maintain accurate documents, records, files, and controlled documentation. This full-time position is 100% remote and open to candidates throughout the United States.

Responsibilities

• Maintain accurate, organized records and supporting documentation for advertising, creative campaigns, social media, events, client service, audience engagement, and performance reporting, ensuring files can be found and reviewed when needed.
• Check documents and records for completeness, correct naming, required fields, approvals, and version accuracy.
• Apply approved templates, formatting, file-naming, classification, and retention standards across creative advertising and campaign work.
• Track missing documents, expired records, required signatures, and outstanding corrections for the Toolad team.
• Prepare document packages, status summaries, or records for review by the appropriate team while supporting creative advertising and campaign work.
• Protect confidential records and maintain controlled access to sensitive files.

Requirements

• Strong document organization, proofreading, data-entry, and attention-to-detail skills.
• Comfort using document-management systems, shared drives, spreadsheets, and word-processing tools.
• Ability to follow naming, version-control, retention, and access procedures consistently.
• Clear written communication when requesting corrections or missing documents.
• Reliable time management and accurate recordkeeping.
• A pre-employment background check is required.

Pay

$48,500 - $55,500 per year

Schedule

Full Time, 100% Remote