Administrative Data Entry File Clerk (Remote)

Role Overview

We are searching for a meticulous Administrative Data Entry File Clerk to join our team remotely. This position plays a crucial role in managing digital files, updating databases, organizing administrative records, and ensuring precise and efficient data entry. Attention to detail, dependability, and dedication to data accuracy are essential to support operational excellence and maintain organizational productivity.

Key Responsibilities

• Receive incoming files from shared inboxes, portals, internal ticketing systems, and cloud storage platforms.
• Verify document types, mandatory fields, signatures, and attached materials.
• Systematically index each record using standardized metadata such as client or project ID, date, document category, version, and geographic region.
• Implement uniform naming conventions and maintain organized folder structures.
• Convert file formats as necessary, including actions like PDF merging or splitting, image-to-PDF conversion, file compression, and version labeling.
• Manage controlled document libraries regulating final, draft, and archived documents, including applying retention tags.
• Conduct daily quality assurance checks to identify duplicates, misclassified files, incomplete pages, and unclear scans.
• Report and document discrepancies or exceptions with clear instructions and log errors to facilitate continuous process enhancements.
• Enforce records governance by ensuring confidentiality, adhering to access control policies, retention schedules, legal holds, and archival or deletion directives.
• Assist audit processes by quickly retrieving requested records and maintaining chain-of-custody documentation.
• Collaborate and communicate effectively with departments such as HR, Finance, Operations, Legal, and Customer Service to clarify file requirements and provide updates on backlogs, turnaround times, and processing issues.

Tools Utilized

• Cloud storage services including Google Drive, SharePoint, and Dropbox.
• Document management software like Adobe Acrobat or comparable alternatives.
• Spreadsheet applications for data organization.
• Ticketing platforms such as Jira, Asana, or ServiceNow.
• E-signature tools and common office productivity suites.

Performance Metrics

• Accuracy rate focused on minimizing misfiles and metadata errors.
• Timeliness from receipt of documents to final filing.
• Managing backlog size and daily processing volume.
• Efficiency in retrieving records for audits.
• Adherence to compliance protocols including access controls and retention tagging.

Qualifications and Skills

• Prior experience in records management, administrative support, clerical duties, or document control preferred.
• Exceptional attention to detail with consistent adherence to naming and filing standards.
• Comfortable managing sensitive and confidential data under strict procedural guidelines.
• Familiarity with basic computing functions such as file management, spreadsheets, PDF tools, and collaborative software platforms.