Administrative Data Entry File Clerk (Remote)

About the Role

We are looking for a meticulous Administrative Data Entry File Clerk committed to providing exceptional organizational support and maintaining efficient business operations from a remote setting. This position involves managing digital files, maintaining data accuracy when entering information, and organizing administrative records to ensure smooth daily workflows.

Key Responsibilities

• Receive files from various sources such as shared inboxes, portals, internal ticketing systems, and cloud-based folders.
• Verify documents for proper type, necessary fields, required signatures, and attachments.
• Index records using standardized metadata including client/project identification, dates, document categories, versions, and regions.
• Apply uniform naming conventions and folder structures to maintain organized document libraries.
• Perform file format conversions when necessary, such as merging or splitting PDFs, converting images to PDF, compressing files, and labeling file versions.
• Manage controlled document libraries distinguishing final, draft, and archived files, complete with retention tags.
• Conduct daily quality checks to identify duplicates, misfiles, missing pages, or unclear scans, and escalate any identified issues with clear notes.
• Maintain error logs and support initiatives aimed at improving processes to reduce rework.
• Handle sensitive records carefully, ensuring strict access controls and confidentiality compliance.
• Adhere to retention schedules, legal hold directives, and document deletion or archival policies.
• Assist in audits by promptly retrieving records and documenting chain-of-custody procedures.
• Collaborate effectively with departments such as HR, Finance, Operations, Legal, and Customer teams to clarify file requirements and provide updates on progress, backlog, and issues.

Tools and Metrics

• Utilize cloud storage platforms like Google Drive, SharePoint, or Dropbox.
• Employ document management software such as Adobe Acrobat or equivalents.
• Work with spreadsheets and ticketing systems including Jira, Asana, or ServiceNow.
• Use e-signature platforms and general office productivity tools.
• Track key performance indicators like file accuracy, turnaround time, backlog size, audit retrieval speed, and compliance adherence.

Qualifications

• Experience in records management, administrative support, clerical roles, or document control is preferred.
• Exceptional attention to detail and consistency following naming and filing conventions.
• Comfortable managing confidential materials with adherence to strict protocols.
• Basic computer skills including familiarity with file systems, spreadsheets, PDFs, and collaboration tools.