Administrative Data Entry File Clerk

Role overview

We are looking for a meticulous Administrative Data Entry File Clerk who can keep business records orderly, update information with precision, and work reliably in a remote setting. This position suits someone who is detail-focused, independent, and comfortable supporting day-to-day operations through accurate document handling and data management.

What you will do

Your main responsibility will be to manage digital records, keep databases current, organize administrative files, and make sure information is captured and stored correctly. The role plays an important part in helping the wider team stay efficient, structured, and productive.

Key responsibilities

• Receive documents from shared inboxes, portals, internal ticketing systems, and cloud-based folders.
• Check each file for document type, required fields, signatures, and any supporting attachments.
• Assign records the correct metadata, such as client or project ID, date, document category, version, and region.
• Use consistent naming rules and folder structures to keep files organized.
• Carry out basic file conversions when needed, including PDF merging or splitting, turning images into PDFs, compressing files, and labeling versions.
• Maintain controlled document libraries, including final, draft, and archived folders, along with retention tags.
• Run daily quality checks to identify duplicate files, misplaced documents, missing pages, and unreadable scans.
• Escalate exceptions to the appropriate owner with clear notes and context.
• Keep error logs and suggest process improvements that reduce rework.
• Handle sensitive records carefully by following strict access controls and confidentiality rules.
• Follow retention timelines, legal hold instructions, and rules for deletion or archival.
• Support audits by retrieving records quickly and documenting chain-of-custody steps where required.
• Work with HR, Finance, Operations, Legal, or Customer teams to confirm file requirements.
• Share regular updates on backlog, turnaround time, and any issues found while processing.

Tools and systems

You may work with cloud storage platforms such as Google Drive, SharePoint, or Dropbox, along with document tools like Adobe Acrobat or similar software. The role may also involve spreadsheets, ticketing platforms such as Jira, Asana, or ServiceNow, e-signature tools, and standard office productivity applications.

Performance expectations

• High accuracy in metadata entry and filing, with minimal misfiles.
• Fast turnaround from document receipt to final filing.
• Strong daily throughput and manageable backlog levels.
• Quick, complete record retrieval during audits or reviews.
• Full compliance with access control and retention-tagging requirements.

Qualifications

Prior experience in records management, administrative support, clerical work, or document control is preferred. You should be able to follow naming and filing rules consistently, handle confidential information responsibly, and work within defined procedures. Basic computer skills are required, including using file systems, spreadsheets, PDFs, and collaboration tools.

Additional information

This position is fully remote and is centered on accuracy, reliability, and disciplined file handling. A strong sense of organization and the ability to work independently are essential for success in this role.