Administrative Data Entry File Clerk

Role overview

We are looking for a meticulous Administrative Data Entry File Clerk to support organized business operations in a remote setting. The role focuses on handling records carefully, entering information with high accuracy, and keeping digital filing systems structured and easy to retrieve. If you are dependable, detail-focused, and comfortable working independently, this position may be a strong match.

Core duties

• Collect documents and records from shared email inboxes, online portals, internal ticketing systems, and cloud-based folders.
• Check each item for document type, required data, signatures, and any supporting attachments.
• Assign standardized metadata such as client or project ID, date, document category, version, and region.
• Use consistent file names and folder structures to keep records organized.
• Reformat and prepare documents when needed, including PDF merging or splitting, converting images to PDF, compressing files, and adding version labels.
• Maintain clearly separated libraries for final, draft, and archived records, including retention labels where required.
• Carry out daily quality reviews to identify duplicates, misplaced files, missing pages, and unreadable scans.
• Escalate exceptions to the correct owner with clear notes and supporting details.
• Track errors in logs and help refine processes that reduce repeat work.
• Handle sensitive information under strict access rules and confidentiality standards.
• Follow retention timelines, legal hold instructions, and deletion or archiving procedures.
• Support audits by retrieving records quickly and recording chain-of-custody steps accurately.
• Coordinate with HR, Finance, Operations, Legal, or Customer teams to clarify filing requirements.
• Share updates on backlog, turnaround time, and any issues identified during processing.

Tools and performance focus

You may work with Google Drive, SharePoint, Dropbox, Adobe Acrobat or similar document tools, spreadsheets, ticketing systems such as Jira, Asana, or ServiceNow, e-signature platforms, and standard office productivity applications. Key performance areas may include metadata accuracy, filing turnaround time, backlog volume, daily throughput, audit retrieval speed, and compliance with access, retention, and tagging rules.

Qualifications

• Previous exposure to records management, administrative support, clerical work, or document control is preferred.
• Strong attention to detail and the ability to follow filing and naming rules consistently.
• Comfort in handling confidential information and working within strict procedures.
• Basic computer skills, including file management, spreadsheets, PDF handling, and collaboration tools.