Administrative Data Entry File Clerk (Remote)

About the Role

We are looking for a meticulous Administrative Data Entry File Clerk to join our team remotely. This position involves organizing business operations by managing, entering, and maintaining digital records diligently to ensure smooth daily workflow. Accuracy, independence, and a careful approach to handling data are key to success in this role.

Key Responsibilities

• Receive files from various sources such as shared inboxes, portals, internal ticketing systems, and cloud storage platforms.
• Verify document types and ensure all required fields, signatures, and attachments are present.
• Assign standardized metadata including client/project IDs, dates, document categories, versions, and regions for indexing.
• Apply uniform naming protocols and organized folder structures to maintain consistency.
• Convert document formats as necessary, including merging or splitting PDFs, converting images to PDFs, compressing files, and labeling versions.
• Manage libraries categorizing documents as final, draft, or archived and apply retention tags accordingly.
• Conduct routine quality checks to identify duplicates, misfiles, missing pages, or unreadable scans, escalating discrepancies with clear annotations.
• Maintain error logs and help refine processes to minimize repetitive corrections.
• Handle sensitive records adhering to strict access controls, confidentiality, and compliance with retention schedules and legal holds.
• Assist audits by quickly retrieving records and documenting the chain of custody.
• Collaborate with HR, Finance, Operations, Legal, and Customer teams to clarify documentation needs and provide updates on workload status, turnaround times, and processing issues.
• Utilize tools such as cloud storage platforms (Google Drive, SharePoint, Dropbox), document management software (Adobe Acrobat or similar), spreadsheets, ticketing systems (Jira, Asana, ServiceNow), e-signature applications, and common office productivity software.

Success Metrics

• Maintain high accuracy rates with minimal misfile or metadata errors.
• Efficient turnaround from receipt of files to proper filing.
• Manage backlog size and improve daily processing throughput.
• Expedite audit retrievals ensuring comprehensive documentation.
• Ensure full compliance with access controls and retention tagging protocols.

Qualifications

• Prior experience in records management, administrative support, clerical roles, or document control is advantageous.
• Exceptional attention to detail with consistent application of naming and filing standards.
• Comfortable handling confidential data while strictly following procedures.
• Basic computer skills including familiarity with file systems, spreadsheets, PDFs, and collaboration tools.