Remote File Clerk

Role overview

In this remote file clerk role, you will be responsible for keeping digital and scanned records accurate, well-structured, easy to search, and compliant with internal rules. The position supports several teams by receiving documents, checking that they are complete, applying naming standards, sorting files into the right repositories, and preserving a clear audit trail showing what arrived, when it was handled, and where it is stored. You will operate in a fast-paced environment where efficiency matters, while precision and confidentiality remain the top priorities.

Intake and indexing

• Collect documents from shared mailboxes, online portals, internal ticketing systems, and cloud storage folders.
• Verify document type, mandatory fields, signatures, and any supporting attachments.
• Assign standard metadata to each record, such as client or project ID, date, document category, version, and region.

Document organization

• Use approved naming conventions and folder structures consistently.
• Handle format changes when required, including PDF merging or splitting, converting images to PDF, compressing files, and labeling versions.
• Maintain controlled document libraries, including final, draft, and archived versions, with the correct retention tags.

Quality control

• Carry out daily spot reviews to identify duplicates, incorrect filing, missing pages, and unreadable scans.
• Escalate exceptions to the appropriate person with clear notes and context.
• Keep error records and help improve workflows that reduce rework.

Records governance and compliance

• Manage sensitive files with strict access restrictions and confidentiality requirements.
• Follow retention timelines, legal hold instructions, and deletion or archiving procedures.
• 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 filing requirements.
• Share progress updates on backlog, turnaround times, and any issues discovered during processing.

Tools and working context

Tools that may be used in this role include cloud storage platforms such as Google Drive, SharePoint, or Dropbox; document software like Adobe Acrobat or similar tools; spreadsheets; ticketing systems such as Jira, Asana, or ServiceNow; e-signature platforms; and standard office productivity applications.

Success measures

• Accuracy rate, including misfile and metadata error levels.
• Time taken from receipt to final filing.
• Backlog volume and daily output.
• Speed and completeness of audit retrievals.
• Compliance performance, including access control and retention tagging.

Qualifications

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