Remote File Clerk

Role overview

We are looking for a Remote File Clerk to manage digital and scanned records so they remain accurate, well-organized, easy to retrieve, and compliant with internal rules. This role supports several teams by receiving documents, checking that they are complete, applying filing standards, placing files in the correct repositories, and keeping a clear record of what was received, processed, and archived. The work is high volume, so speed is important, but precision and confidentiality are even more critical.

Intake and indexing

• Collect documents from shared inboxes, portals, internal ticketing systems, and cloud-based folders.
• Verify the document type, required fields, signatures, and any supporting attachments.
• Index each record with the appropriate metadata, such as client or project ID, date, document category, version, and region.

Document organization

• Use consistent naming rules and folder structures for all files.
• Rework file formats when required, including merging or splitting PDFs, turning images into PDFs, compressing files, and adding version labels.
• Maintain structured document libraries, including final, draft, and archived folders, along with retention labels.

Quality control

• Carry out daily checks to identify duplicates, misplaced files, missing pages, and scans that cannot be read properly.
• Escalate exceptions to the relevant owner with clear notes and context.
• Keep error logs and help improve processes that reduce repeat work.

Records governance and compliance

• Manage sensitive records with strict access controls and a confidentiality-first approach.
• Follow retention timelines, legal hold directions, and rules for deletion or archiving.
• Assist with audits by locating records quickly and documenting the chain of custody.

Collaboration and communication

• Work with HR, Finance, Operations, Legal, and Customer teams to clarify document requirements.
• Share updates on backlog, turnaround times, and issues encountered during processing.

Tools and working context

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

Success measures

• Accuracy, including misfiling and metadata error rate
• Turnaround time from document receipt to filing
• Backlog volume and daily throughput
• Audit retrieval speed and completeness
• Compliance with access controls and retention tagging

Qualifications

• Background in records management, administrative support, clerical work, or document control is preferred.
• Strong eye for detail and the ability to apply naming and filing rules consistently.
• Comfort handling confidential information and following strict procedures.
• Basic computer skills, including file systems, spreadsheets, PDFs, and collaboration tools.