Remote File Clerk

Role overview

We are looking for a Remote File Clerk to manage digital and scanned records so they remain accurate, well-structured, easy to find, and aligned with compliance requirements. This role supports several internal teams by receiving documents, checking that they are complete, applying filing standards, sorting records into the right storage locations, and preserving a clear audit trail showing what was received, when it was handled, and where it was stored.

The position suits someone who can work efficiently in a fast-paced, high-volume setting while staying highly precise and protecting sensitive information.

Core duties

• Collect documents from shared inboxes, online portals, internal ticketing systems, and cloud-based folders.
• Verify the document type, required fields, signatures, and attached files before processing.
• Capture records with standard metadata such as client or project ID, date, document category, version, and region.
• Use consistent file names and folder structures to keep records organized.
• Convert files when necessary, including merging or splitting PDFs, turning images into PDFs, compressing files, and labeling versions.
• Manage controlled document libraries, including final, draft, and archived versions, along with retention tags.
• Carry out daily spot checks to identify duplicates, misplaced files, missing pages, and unreadable scans.
• Escalate exceptions to the appropriate owner with clear notes and next steps.
• Maintain error logs and help improve workflows so rework is reduced.
• Protect confidential records by following strict access controls and privacy rules.
• Apply retention timelines, legal hold instructions, and deletion or archiving rules correctly.
• Support audits by retrieving records promptly and documenting chain-of-custody steps accurately.
• Work with HR, Finance, Operations, Legal, or Customer teams to clarify filing needs.
• Share updates on backlog volume, turnaround time, and any issues found during processing.

Tools and working environment

You may work with cloud storage platforms such as Google Drive, SharePoint, or Dropbox; document tools like Adobe Acrobat or similar software; spreadsheets; ticketing systems such as Jira, Asana, or ServiceNow; e-signature tools; and standard office productivity applications.

Performance measures

• Accuracy, including low misfiling and metadata error rates.
• Speed from document receipt to final filing.
• Backlog size and daily processing volume.
• How quickly and completely records can be retrieved for audits.
• Compliance with access controls and retention tagging requirements.

Qualifications

Prior exposure to records management, administrative support, clerical work, or document control is preferred. Candidates should be very detail-oriented, able to follow filing and naming rules consistently, comfortable handling confidential information, and proficient with basic computer tasks such as file management, spreadsheets, PDFs, and collaboration tools.

Additional information

This is a remote full-time role based in Hong Kong, Hong Kong SAR. No stipend or salary amount was provided in the source information. No opening count, start date, or application deadline was specified.