File Clerk

Role Overview

This remote position focuses on keeping electronic and scanned records well-structured, easy to find, accurate, and compliant. The role supports several internal teams by receiving documents, checking that they are complete, assigning the right names and categories, and preserving a clear record of when each file was handled and where it is stored. The work is fast-paced, and both precision and confidentiality are critical.

Key Responsibilities

Document intake and indexing

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

File organization

• Use approved naming rules and folder structures to keep records organized.
• Convert files when needed, including merging or splitting PDFs, turning images into PDFs, compressing files, and labeling versions.
• Maintain controlled libraries, such as final, draft, and archived versions, along with retention markers.

Quality checks

• Carry out daily reviews to identify duplicates, misplaced files, missing pages, and unreadable scans.
• Escalate exceptions to the appropriate owner with clear notes and context.
• Keep error logs and help improve processes that reduce rework.

Records governance and compliance

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

Collaboration and communication

• Work with HR, Finance, Operations, Legal, or Customer teams to clarify file handling requirements.
• Share updates on backlog volume, turnaround time, and issues discovered during processing.

Tools and Working Environment

You may work with 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

• Low file and metadata error rates
• Fast turnaround from document receipt to filing
• Manageable backlog and strong daily throughput
• Quick and complete retrieval during audits
• Consistent compliance with access and retention rules

Requirements

The ideal candidate has experience in records management, administrative support, clerical work, or document control, although related experience is preferred rather than mandatory. Strong attention to detail is essential, along with the ability to follow naming and filing rules consistently. You should also be comfortable handling confidential information and working within strict procedures. Basic computer skills are needed, including file systems, spreadsheets, PDFs, and collaboration tools.

Additional Information

This role is designed for a high-volume workflow where speed is important, but accuracy, confidentiality, and compliance are more important. The position involves maintaining an audit-ready trail for every record and ensuring documents remain searchable and properly governed throughout their lifecycle.