Administrative Data Entry File Clerk

Overview

We are searching for a meticulous Administrative Data Entry File Clerk to join our team remotely. This role involves managing and maintaining organized digital records, entering precise data, and efficiently handling administrative files to support day-to-day operations.

Core Responsibilities

• Receive and process files from shared inboxes, portals, ticketing systems, and cloud storage.
• Verify document types, required data fields, signatures, and attachments for completeness.
• Index records using standardized metadata such as client/project IDs, dates, document categories, versions, and regional identifiers.
• Apply uniform naming conventions and folder structures for documents.
• Perform file format conversions including merging or splitting PDFs, converting images to PDF, compressing files, and labeling document versions.
• Maintain controlled document libraries distinguishing between final, draft, and archived files, applying appropriate retention tags.
• Conduct daily quality checks to identify duplicates, misfiles, missing pages, or unreadable scans; flag and route discrepancies with detailed notes.
• Keep error logs and suggest process improvements to reduce rework.
• Manage sensitive records with strict confidentiality and access controls, adhering to retention schedules and legal hold protocols.
• Assist in audits by quickly retrieving records and documenting chain-of-custody procedures.
• Collaborate with departments such as HR, Finance, Operations, Legal, and Customer teams to clarify file requirements and provide updates on backlog, processing times, and issues.

Tools You Will Use

• Cloud platforms like Google Drive, SharePoint, and Dropbox.
• Document management software such as Adobe Acrobat or equivalent.
• Spreadsheet applications and ticketing tools including Jira, Asana, or ServiceNow.
• E-signature software and general office productivity applications.

Performance Measures

• Accuracy rates regarding misfiled or metadata errors.
• Turnaround time from file receipt to filing completion.
• Size of backlog and number of files processed daily.
• Speed and completion of audit record retrieval.
• Compliance with access controls and retention tagging policies.

Qualifications

• Experience in records management, administrative support, clerical duties, or document control is preferred.
• Exceptional attention to detail and ability to follow strict naming and filing guidelines.
• Comfortable handling confidential information and adhering to rigorous procedures.
• Basic computer skills including familiarity with file management systems, spreadsheets, PDF handling, and collaborative tools.