Administrative Data Entry File Clerk

Role overview

We are looking for a meticulous Administrative Data Entry File Clerk to support day-to-day business operations from a remote setup. This position is ideal for someone who is comfortable organizing records, entering information with high accuracy, and working independently while keeping digital files and databases in order.

What you will do

• Receive documents through shared inboxes, online portals, internal ticketing systems, and cloud-based folders.
• Check each file for the correct document type, mandatory fields, signatures, and attachments.
• Tag records using consistent metadata such as client or project ID, date, document type, version, and region.
• Use standard file naming rules and folder structures to keep documents organized.
• Convert and prepare files when required, including merging or splitting PDFs, turning images into PDF format, compressing files, and labeling versions.
• Maintain structured libraries with clear separation between final, draft, and archived documents, including retention markers.
• Carry out daily quality checks to identify duplicates, misplaced files, missing pages, or unreadable scans.
• Escalate issues to the correct team member with clear notes and maintain an error log for tracking recurring problems.
• Handle confidential records carefully, applying strict access control and privacy practices.
• Follow retention rules, legal hold instructions, and deletion or archival procedures as required.
• Support audits by locating records quickly and documenting the chain of custody.
• Coordinate with HR, Finance, Operations, Legal, or Customer teams to clarify filing requirements.
• Share updates on backlog status, turnaround times, and any issues discovered during processing.

Requirements

• Prior experience in records management, clerical work, admin support, or document control is preferred.
• Excellent attention to detail with the ability to follow filing and naming rules consistently.
• Comfort handling sensitive information and working within strict procedures.
• Basic computer skills, including file management, spreadsheets, PDFs, and collaboration tools.

Tools and workflow

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

Success measures

• High accuracy with minimal metadata or filing errors.
• Fast processing time from document receipt to final filing.
• Low backlog and steady daily output.
• Quick and complete record retrieval for audits.
• Strong compliance with access control and retention tagging rules.

Additional information

This role focuses on keeping administrative records organized, accurate, and accessible so the wider team can operate efficiently. Reliability, attention to detail, and consistency are essential for success.