Remote File Clerk

About the Role

We are seeking a reliable and detail-oriented Remote File Clerk to keep our company's databases consistently up to date. This position involves regular coordination with both internal teams and customers to gather necessary information, ensuring that data is accurately recorded in the appropriate databases without delay.

Key Responsibilities

• Receive and process files from shared email inboxes, portals, internal ticketing systems, and cloud storage folders.
• Verify document types, ensure all required fields, signatures, and attachments are present.
• Index records using standard metadata such as client or project identification, dates, document categories, versions, and regions.
• Organize documents by applying standardized naming conventions and defined folder structures.
• Perform format conversions as necessary, including merging or splitting PDFs, converting images to PDF, compressing files, and labeling versions.
• Maintain organized libraries categorizing documents into final, draft, or archived status, along with applying retention tags.
• Conduct daily quality checks to identify duplicates, misfiled documents, missing pages, or unreadable scans.
• Flag any exceptions clearly and redirect them to the appropriate owner with thorough notes.
• Keep comprehensive error logs and actively contribute to improvements in processes that reduce repeated work.
• Manage sensitive records with strict confidentiality and access controls, following all retention schedules, legal holds, and deletion or archival policies.
• Support audit processes by efficiently retrieving records and documenting the chain-of-custody procedures.
• Collaborate closely with Human Resources, Finance, Operations, Legal, and Customer teams to clarify document requirements and ensure compliance.
• Provide regular status updates on backlog, processing turnaround times, and any issues encountered during document handling.

Tools Utilized

Familiarity with cloud storage platforms such as Google Drive, SharePoint, or Dropbox; document management tools like Adobe Acrobat or similar; spreadsheets; ticketing software including Jira, Asana, or ServiceNow; e-signature applications; and general office productivity suites is important for this role.

Performance Indicators

• Maintaining a high accuracy rate minimizing misfiles and metadata errors.
• Timely processing from receipt of documents to filing completion.
• Managing backlog size and ensuring consistent daily throughput.
• Speed and completeness of records retrieval during audits.
• Adherence to compliance requirements including access control and retention tagging.

Qualifications

• Experience preferred in records management, administrative support, clerical tasks, or document control.
• Exceptional attention to detail with consistent adherence to naming and filing protocols.
• Trustworthy in handling confidential material and following stringent procedural guidelines.
• Proficient with basic computer operations including file management, spreadsheets, PDFs, and collaboration platforms.