File Clerk

We are recruiting a dependable and focused Remote File Clerk responsible for maintaining and updating company databases, communicating with internal teams and customers to ensure accurate data entry.

Location: Remote

Responsibilities

• Receive files from shared inboxes, portals, internal ticketing tools, and cloud folders.
• Confirm document type, required fields, signatures, and attachments.
• Index each record using standard metadata (client/project ID, date, document category, version, region).
• Apply standardized naming conventions and folder structures.
• Convert formats when needed (PDF merge/split, image-to-PDF, compressing, version labeling).
• Maintain controlled libraries (final vs draft vs archived), including retention tags.
• Perform daily spot checks for duplicates, misfiles, missing pages, and unreadable scans.
• Flag exceptions and route them to the correct owner with clear notes.
• Maintain error logs and contribute to process improvements that reduce rework.
• Handle sensitive records with strict access controls and confidentiality.
• Follow retention schedules, legal hold instructions, and deletion/archival rules.
• Support audits by pulling records quickly and documenting chain-of-custody steps.
• Coordinate with HR, Finance, Operations, Legal, or Customer teams to clarify file requirements.
• Provide status updates on backlog, turnaround time, and issues found during processing.

Requirements

• Experience in records management, admin support, clerical work, or document control (preferred).
• Strong attention to detail; able to follow naming/filing rules consistently.
• Comfortable handling confidential information and following strict procedures.
• Basic computer proficiency: file systems, spreadsheets, PDFs, and collaboration tools.