File Clerk

Role overview

We are looking for a reliable and detail-oriented remote file clerk to keep company records organized, current, and easy to retrieve. The role involves collecting information from employees and customers, then entering and maintaining it accurately in the relevant databases.

Intake and indexing

• Gather files from shared mailboxes, portals, internal ticketing systems, and cloud folders.
• Check that the document type, required fields, signatures, and attachments are all in place.
• Tag every record with standard metadata such as client or project ID, date, document category, version, and region.

Document organization

• Use consistent naming rules and folder structures across all files.
• Handle format changes when necessary, including merging or splitting PDFs, converting images to PDF, and compressing files with version labels.
• Manage controlled libraries for final, draft, and archived files, including the use of retention tags.

Quality control

• Carry out daily checks for duplicate files, misplaced documents, missing pages, and scans that are not readable.
• Escalate issues to the right owner with clear notes and context.
• Maintain error logs and help improve processes to reduce rework.

Records governance and compliance

• Protect sensitive records by following strict access controls and confidentiality rules.
• Work according to retention timelines, legal hold instructions, and deletion or archiving requirements.
• Assist with audits by locating records quickly and documenting chain-of-custody steps.

Collaboration and communication

• Work with HR, Finance, Operations, Legal, or Customer teams to clarify filing requirements.
• Share updates on backlog, turnaround time, and any issues found while processing files.

Tools and systems

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.

Performance measures

• Accuracy, including misfile and metadata error rates.
• Turnaround time from document receipt to filing.
• Backlog volume and daily output.
• Speed and completeness of audit retrievals.
• Compliance with access control and retention tagging rules.

Qualifications

• Prior experience in records management, administrative support, clerical work, or document control is preferred.
• Strong attention to detail and consistent adherence to naming and filing standards.
• Comfort with handling confidential information and following structured procedures.
• Basic computer skills, including file systems, spreadsheets, PDFs, and collaboration tools.