Administrative Data Entry File Clerk

Role overview

We are looking for a meticulous Administrative Data Entry File Clerk to support organized day-to-day operations in a remote setup. This role is best suited to someone who is comfortable managing records, entering information with a high level of accuracy, and working independently while keeping digital files orderly and up to date.

You will help maintain databases, organize administrative documents, and ensure that records are filed correctly and efficiently. A strong eye for detail, dependable work habits, and a commitment to accuracy are essential for success in this position.

Key responsibilities

The position includes intake, indexing, document organization, quality checks, records governance, and coordination with internal teams.

• Accept files arriving through shared inboxes, portals, internal ticketing systems, and cloud folders.
• Verify the document type, required information, signatures, and attachments.
• Tag and index records using standard metadata such as client or project ID, date, document category, version, and region.
• Use consistent naming rules and folder structures to keep files organized.
• Convert and prepare documents when needed, including merging or splitting PDFs, turning images into PDF files, compressing files, and labeling versions.
• Maintain controlled document libraries with clear separation between final, draft, and archived records, including retention tags.
• Carry out daily spot checks to identify duplicates, misplaced files, missing pages, and unreadable scans.
• Highlight issues and send them to the right owner with clear notes for follow-up.
• Keep error logs and contribute ideas for improving workflow and reducing rework.
• Handle confidential records with strict access control and a high level of discretion.
• Follow retention timelines, legal hold directions, and rules for deletion or archiving.
• Support audits by retrieving records quickly and documenting chain-of-custody steps.
• Coordinate with HR, Finance, Operations, Legal, or Customer teams to confirm filing requirements.
• Share status updates on backlog, turnaround time, and any issues discovered during processing.

Tools and working methods

You may work with cloud storage platforms such as Google Drive, SharePoint, or Dropbox, document utilities such as Adobe Acrobat or similar tools, spreadsheets, ticketing systems like Jira, Asana, or ServiceNow, e-signature platforms, and standard office productivity software.

Performance expectations

• High accuracy in metadata and filing, with low misfile and error rates.
• Fast turnaround from file receipt to completion.
• Controlled backlog and consistent daily output.
• Quick and complete record retrieval for audit support.
• Strong compliance with access control and retention-tagging requirements.

Qualifications

Previous experience in records management, administrative support, clerical work, or document control is preferred. Candidates should be highly detail-oriented, able to follow filing and naming rules without inconsistency, comfortable handling confidential information, and proficient with basic computer tasks including file systems, spreadsheets, PDFs, and collaboration tools.

Additional information

This role is focused on maintaining reliable document handling, supporting internal teams, and ensuring that records remain accurate, accessible, and compliant with company procedures.