File Clerk (Remote)

We are currently seeking a Remote File Clerk to support the organization and maintenance of our digital records and filing systems. This role plays an important part in ensuring that all documents are accurately stored, properly categorized, and easily accessible when needed.

As a Remote File Clerk, you will be responsible for handling incoming and existing files, verifying data accuracy, and maintaining well-structured record systems. The ideal candidate is detail-oriented, highly organized, and capable of working independently in a remote environment. This position is essential in helping us preserve data integrity and improve overall operational efficiency.

Key responsibilities:

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).

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.

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.

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.

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.

Tools you may use:

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.

Success metrics (examples):

• Accuracy rate (misfile/metadata error rate)
• Turnaround time from receipt to filed
• Backlog size and daily throughput
• Audit retrieval speed and completeness
• Compliance adherence (access control, retention tagging)

Qualifications:

• 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.