Administrative Data Entry File Clerk

Role Overview

We are searching for a meticulous Administrative Data Entry File Clerk committed to excellence and organization within business operations. This remote position involves accurate data entry, digital file management, and maintaining administrative records, which are critical to ensuring smooth daily functions and team productivity.

Key Responsibilities

• Receive and manage files from shared inboxes, portals, cloud folders, and internal ticketing systems.
• Verify document types, mandatory fields, signatures, and accompanying attachments.
• Index documents with standardized metadata such as client or project IDs, dates, categories, versions, and regional tags.
• Organize files using consistent naming conventions and folder structures.
• Perform format conversions like PDF merging, splitting, image to PDF conversion, compression, and version labeling.
• Maintain controlled document libraries categorizing files into final, draft, or archived versions along with retention tags.
• Conduct daily quality control checks to identify duplicates, misfiles, missing pages, and unclear scans.
• Escalate exceptions with detailed notes to the appropriate owners and maintain error logs to facilitate process improvements.
• Manage sensitive records with strict confidentiality, apply retention schedules, legal holds, and deletion or archival policies.
• Support audit processes by quickly retrieving records and documenting chain-of-custody procedures.
• Collaborate and communicate with departments such as HR, Finance, Operations, Legal, and Customer teams regarding file requirements and provide progress updates on backlog, turnaround times, and issues encountered.

Tools Utilized

• Cloud platforms like Google Drive, SharePoint, and Dropbox.
• Document management applications such as Adobe Acrobat or similar tools.
• Spreadsheets for record keeping.
• Ticketing and task management systems like Jira, Asana, or ServiceNow.
• E-signature software and general office productivity applications.

Performance Metrics

• Accuracy rates focusing on misfile and metadata error statistics.
• Turnaround durations from document receipt to final filing.
• Management of backlog size and daily processing throughput.
• Audit retrieval responsiveness and completeness.
• Compliance with access controls and retention tagging protocols.

Qualifications and Requirements

• Preferred background in records management, administrative support, clerical duties, or document control.
• Strong attention to detail with consistent adherence to filing and naming conventions.
• Ability to handle confidential materials responsibly and comply with strict procedural guidelines.
• Fundamental computer skills including familiarity with file systems, spreadsheets, PDFs, and collaborative digital tools.