Administrative Data Entry File Clerk (Remote)

Position Overview

We are searching for a meticulous and dependable Administrative Data Entry File Clerk to support our team remotely. This role focuses on accurate record maintenance, efficient data input, and seamless organization of administrative files. Your precision and reliability will be crucial in sustaining smooth daily operations and helping our team remain systematic and efficient.

Core Responsibilities

• Manage file intake by receiving documents from shared email inboxes, portals, internal ticketing systems, and cloud storage folders.
• Verify document classification, ensure all necessary fields, signatures, and attachments are present.
• Index each record accurately using standard metadata such as client/project identification, date, document category, versioning, and geographical region.
• Apply uniform naming conventions and folder organizational structures to maintain consistency.
• Perform necessary format conversions including merging or splitting PDFs, converting images to PDFs, compressing files, and labeling document versions.
• Maintain structured document libraries differentiating final, draft, and archived materials along with retention labeling.
• Conduct daily quality checks to detect duplicates, incorrect filing, incomplete pages, or illegible scan issues; document and escalate discrepancies to the responsible parties with detailed comments.
• Maintain logs documenting errors and contribute to process enhancements aimed at minimizing rework.
• Manage sensitive files with stringent confidentiality, adhering to access controls and compliance.
• Follow retention schedules, implement legal holds, and execute archival or deletion procedures as required.
• Assist audit processes by rapidly retrieving records and tracking chain-of-custody documentation.
• Collaborate effectively with departments such as HR, Finance, Operations, Legal, and Customer Support to verify file requirements and provide consistent status updates regarding workload, processing times, and any identified issues.
• Utilize various tools including cloud platforms like Google Drive, SharePoint, or Dropbox; document software such as Adobe Acrobat; spreadsheet applications; ticketing systems including Jira, Asana, or ServiceNow; electronic signature platforms; and general office productivity applications.

Performance Metrics

• Accuracy measured by misfile or metadata error rates.
• Turnaround times for processing received files to final filing.
• Management of backlog size and daily document throughput.
• Audit retrieval speed and thoroughness.
• Adherence to compliance policies including access controls and retention tagging.

Required Qualifications

• Preferred experience in records management, administrative assistance, clerical tasks, or document control roles.
• Exceptional attention to detail and capability to consistently follow file naming and filing procedures.
• Comfort with handling confidential information with strict adherence to policies.
• Basic proficiency with computers including file management systems, spreadsheets, PDF manipulation, and collaborative software tools.