We are actively recruiting a dependable and focused Remote File Clerk who will be responsible for maintaining continuous updates to our company's databases. In this role, you will be in communication with both internal employees and customers to collect information, which will be accurately and promptly entered into relevant databases.
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Key responsibilities
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Intake & indexing
Receive files from shared inboxes, portals, internal ticketing tools, and cloud folders.
Confirm document type, required fields, signatures, and attachments.
Index each record using standard metadata (client/project ID, date, document category, version, region).
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Document organization
Apply standardized naming conventions and folder structures.
Convert formats when needed (PDF merge/split, image-to-PDF, compressing, version labeling).
Maintain controlled libraries (final vs draft vs archived), including retention tags.
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Quality control
Perform daily spot checks for duplicates, misfiles, missing pages, and unreadable scans.
Flag exceptions and route them to the correct owner with clear notes.
Maintain error logs and contribute to process improvements that reduce rework.
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Records governance & compliance
Handle sensitive records with strict access controls and confidentiality.
Follow retention schedules, legal hold instructions, and deletion/archival rules.
Support audits by pulling records quickly and documenting chain-of-custody steps.
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Collaboration & communication
Coordinate with HR, Finance, Operations, Legal, or Customer teams to clarify file requirements.
Provide status updates on backlog, turnaround time, and issues found during processing.
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Tools you may use
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Cloud storage (Google Drive/SharePoint/Dropbox), document tools (Adobe Acrobat or equivalents), spreadsheets, ticketing (Jira/Asana/ServiceNow), e-signature platforms, and basic office productivity tools.
Experience in records management, admin support, clerical work, or document control (preferred).
Strong attention to detail; able to follow naming/filing rules consistently.
Comfortable handling confidential information and following strict procedures.
Basic computer proficiency: file systems, spreadsheets, PDFs, and collaboration tools.
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