Archivist

The QA Records Management Specialist applies established policies and procedures to manage physical records in a GxP-regulated environment. This role classifies, codes, processes, stores, retrieves, preserves, and destroys incoming and existing records according to defined systems and retention policies. The specialist works closely with stakeholders across the organization to support the lifecycle of information and ensure compliance with legal, regulatory, and operational requirements, as well as standard operating procedures.

Responsibilities

• Support the records management program to ensure the maintenance, retrieval, inventory, retention, and destruction of all records comply with established retention policies.
• Organize and process incoming records and requests promptly and accurately.
• Enter records data into validated systems accurately and on time, verifying both personal work and the work of others for correctness.
• Collaborate with internal customers to implement records-related requests correctly and within required timeframes.
• Coordinate and perform scanning activities to ensure records digitization projects are completed accurately and on schedule.
• File and maintain controlled documents and records in an accurate and compliant manner.
• Maintain an organized inventory, directory, or index of all records within the validated records management system.
• Advise stakeholders on current industry best practices and professional trends in records management.
• Promote the reduction of physical hardcopy files by encouraging and supporting digital records practices.
• Conduct research and retrieve information and documents upon request, ensuring timely and accurate responses.
• Prioritize and accomplish multiple tasks in a fast-paced, deadline-driven, and detail-oriented work environment.
• Collaborate with departments to determine and implement special records management and retention requirements.
• Stay informed about basic compliance requirements relevant to the records management function.
• Provide instruction or assistance to junior staff in a lead capacity when needed.
• Notify management of compliance-related questions, risks, and issues involving records and documentation.
• Participate in training related to records management, compliance, and other topics affecting the role.
• Audit records or assist auditors in performing records audits to verify compliance with policies and regulations.
• Support the maintenance, organization, and security of the secured archival room.
• Provide additional support and assistance on records-related tasks and projects as directed by management.

• Minimum of a high school diploma.
• 1–4 years of relevant experience in record retention, information governance, records management, data governance, knowledge management, or library work in a regulated environment, preferably in pharma, biotech, or medical device industries.
• Experience working with hardcopy regulated and controlled documents and records in a regulated industry such as pharmaceutical, clinical trials, or financial services.
• Experience categorizing, organizing, and archiving regulated documents, including developing practical solutions for managing and classifying large volumes of records.
• Experience using electronic records systems to manage and track records.
• Proficiency with Microsoft Word, including creating and formatting tables to support records-related tasks and documentation.
• Ability to analyze data and interpret information to improve the management of product records.
• Ability to apply and clearly explain moderately complex policies and procedures related to records management.
• Ability to quickly acquire new knowledge and competencies through experience, study, or training.
• Strong problem-solving skills with the ability to challenge assumptions, explore new solutions, and push boundaries where appropriate.
• Effective communication skills, with the ability to share and synthesize information, influence decisions, and guide stakeholders.
• Ability to tailor communication and influence style based on audience needs and context.
• Ability to create and implement appropriate and effective solutions to records-related problems.
• Digital agility and motivation to work with digital tools and processes, pursuing digital opportunities to meet organizational goals.
• Knowledge of techniques for providing a high level of customer service when supporting internal stakeholders.
• Ability to assist staff in records management procedures and in the use of process or records-related software.
• Ability to establish, maintain, and foster positive and effective working relationships across the organization.
• Ability to exercise discretion and maintain confidentiality of records and sensitive information.
• Strong teamwork skills, with the ability to share resources and knowledge to support shared responsibilities and goals.
• Ability to work effectively both independently and as part of a team.
• Knowledge of legal aspects of records retention and disposal.
• Demonstrated high degree of attention to detail in all aspects of records handling and documentation.

• Experience in a GxP-regulated environment.
• Experience in pharma, biotech, or medical device records management is highly preferred.
• Background in clinical trials, financial services, or other highly regulated industries is beneficial.
• Demonstrated ability to guide or mentor junior staff in records management practices.
• Ability to influence decisions by leveraging internal networks and sharing information effectively.
• Strong intrinsic motivation to explore and adopt new tools, methods, and best practices in records management.
• Proven ability to operate effectively in a fast-paced, deadline-driven environment while managing multiple priorities.

This role is fully onsite five days per week in a regulated, GxP-compliant environment focused on accurate and secure management of physical and electronic records. The position involves frequent interaction with a validated records management system, electronic records tools, and standard office software such as Microsoft Word. Work includes handling physical hardcopy records, supporting scanning and digitization activities, and helping maintain a secured archival room. The environment is fast-paced and detail-oriented, with regular collaboration across departments and participation in audits and compliance activities.

Job Type & Location

This is a Contract position based out of Foster City, CA.

The pay range for this position is $30.00 - $40.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Foster City,CA.

This position is anticipated to close on May 13, 2026.

Diversity, Equity & Inclusion

At Actalent, diversity and inclusion are a bridge towards the equity and success of our people. DE&I is embedded into our culture through:

• Hiring diverse talent
• Maintaining an inclusive environment through persistent self-reflection
• Building a culture of care, engagement, and recognition with clear outcomes
• Ensuring growth opportunities for our people

Actalent is an equal opportunity employer.

About Actalent

Actalent is a global leader in engineering and sciences services. For more than 40 years, we’ve helped visionary companies advance their goals. Headquartered in the United States, our teams span 150 offices across North America, EMEA, and APAC—with four delivery centers in India led by 1,000+ extraordinary employees who connect their passion with purpose every day.

Our Bangalore, Hyderabad, Pune, and Chennai delivery centers are hubs of engineering expertise, with core capabilities in mechanical and electrical engineering, systems and software, and manufacturing engineering. Our teams deliver work across multiple industries including transportation, consumer and industrial products, and life sciences. We serve more than 4,500 clients, including many Fortune 500 brands. Learn more about how we can work together at actalentservices.com.