Remote File Clerk

Role overview

We are looking for a dependable and detail-oriented Remote File Clerk to keep company records accurate, organized, and consistently up to date. The role involves collecting information from internal teams and customers, then entering and maintaining that information in the appropriate databases and file systems.

Intake and indexing

• Gather files from shared mailboxes, online portals, internal ticketing systems, and cloud-based folders.
• Check each document for the correct type, required fields, signatures, and supporting attachments.
• Record every file with standardized metadata such as client or project ID, date, document category, version, and region.

Document organization

• Use consistent naming rules and folder structures to keep records easy to locate.
• Convert and prepare files when needed, including merging or splitting PDFs, turning images into PDFs, compressing files, and labeling versions.
• Maintain controlled libraries for final, draft, and archived documents, including retention tags where required.

Quality control

• Carry out daily checks for duplicate files, incorrect filing, missing pages, and unreadable scans.
• Identify exceptions and send them to the appropriate owner with clear notes.
• Maintain error tracking logs and help improve workflows to reduce repeat corrections.

Records governance and compliance

• Manage sensitive records with strict access permissions and confidentiality requirements.
• Follow retention timelines, legal hold directions, and deletion or archiving rules.
• Assist with audits by retrieving records quickly and documenting chain-of-custody steps.

Collaboration and communication

• Work with HR, Finance, Operations, Legal, and Customer teams to confirm file requirements.
• Share updates on backlog levels, turnaround time, and any issues found during processing.

Tools and platforms

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

Success measures

• Accuracy rate, including misfile and metadata error levels.
• Time taken from file receipt to completion.
• Backlog volume and daily processing output.
• Speed and completeness of audit retrievals.
• Compliance with access controls and retention tagging.

Qualifications

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