Remote File Clerk

Role overview

In this remote file clerk position, you will manage digital and scanned records so they stay accurate, well-structured, easy to retrieve, and compliant with internal rules. The role supports several teams by receiving documents, checking that submissions are complete, applying consistent file names, sorting records into the right storage locations, and preserving a clear audit trail that shows what was received, when it was handled, and where it is stored. The work environment is fast-paced and high-volume, but precision and confidentiality are the top priorities.

Core responsibilities

You will handle document intake from shared inboxes, portals, internal ticketing systems, and cloud-based folders. Part of the job is to verify document type, required information, signatures, and attachments, then index each item using standard metadata such as client or project ID, date, document category, version, and region.

You will also organize files by using approved naming conventions and folder structures, converting documents when needed by merging or splitting PDFs, turning images into PDFs, compressing files, and labeling versions correctly. You will maintain controlled libraries for final, draft, and archived documents, including retention tags.

Quality control is another important part of the role. You will review files daily for duplicates, misplaced records, missing pages, and unreadable scans, escalate exceptions to the correct owner with clear notes, and maintain error logs while helping improve processes that reduce rework.

On the compliance side, you will work with sensitive records under strict access controls and confidentiality requirements. You will follow retention timelines, legal hold instructions, and archival or deletion rules, and assist audit requests by retrieving records quickly and documenting each chain-of-custody step.

You will also coordinate with HR, Finance, Operations, Legal, or Customer teams when clarification is needed, and share updates on backlog volume, turnaround time, and any issues discovered during processing.

Tools and working context

Examples of tools you may use include cloud storage platforms such as Google Drive, SharePoint, or Dropbox; document software such as Adobe Acrobat or similar tools; spreadsheets; ticketing systems such as Jira, Asana, or ServiceNow; e-signature platforms; and standard office productivity tools.

Performance measures

Success in this role may be judged by accuracy rate, turnaround time from receipt to filing, backlog size and daily throughput, audit retrieval speed and completeness, and compliance with access control and retention tagging requirements.

Qualifications

Background in records management, administrative support, clerical work, or document control is preferred. You should be highly detail-oriented, able to follow filing and naming rules consistently, comfortable working with confidential information, and competent with basic computer tasks such as managing file systems, using spreadsheets, handling PDFs, and working with collaboration tools.