Remote File Clerk

Role overview

We are looking for a reliable and detail-oriented Remote File Clerk to keep company records accurate, organized, and continuously updated. The role involves collecting information from internal teams and customers, then entering and maintaining it correctly across the relevant databases and file systems.

Core responsibilities

This position covers file intake, indexing, organization, quality review, records handling, and coordination with internal stakeholders.

File intake and indexing

• Collect documents from shared mailboxes, portals, internal ticketing systems, and cloud-based folders.
• Check the document type, required fields, signatures, and any supporting attachments before filing.
• Assign each record standard metadata such as client or project ID, date, document category, version, and region.

Document organization

• Use consistent naming rules and structured folder systems to keep files easy to locate.
• Reformat documents when needed, including merging or splitting PDFs, converting images to PDF, compressing files, and adding version labels.
• Keep controlled repositories organized by final, draft, and archived status, while applying retention tags where required.

Quality control

• Carry out daily checks to identify duplicate files, misplaced records, missing pages, and unreadable scans.
• Escalate exceptions to the correct person with clear notes on the issue.
• Maintain error tracking logs and help improve workflows to reduce repeat corrections.

Records governance and compliance

• Protect confidential records through strict access control and privacy practices.
• Work in line with retention timelines, legal hold instructions, and archiving or deletion rules.
• Support audits by retrieving records quickly and documenting chain-of-custody steps properly.

Collaboration and communication

• Work with HR, Finance, Operations, Legal, and Customer teams to clarify filing requirements.
• Share updates on backlog status, turnaround times, and any issues identified during processing.

Tools and working environment

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

Success measures

• Accuracy of filing and metadata entry, including low misfile and error rates.
• Time taken from document receipt to final filing.
• Daily throughput and overall backlog management.
• Speed and completeness of audit record retrieval.
• Consistency with access control and retention tagging requirements.

Qualifications

• Prior exposure to records management, administrative support, clerical work, or document control is preferred.
• Strong focus on accuracy and the ability to follow filing and naming rules consistently.
• Comfort handling confidential information and working within strict procedures.
• Basic computer skills, including file management, spreadsheets, PDFs, and collaboration tools.