Administrative Data Entry File Clerk (Remote)

About the Role

We are looking for a meticulous Administrative Data Entry File Clerk to join our team remotely. This role focuses on efficient management of records, precise data entry, and maintaining digital files to support smooth business operations. The ideal candidate will demonstrate strong reliability, excellent attention to detail, and capacity to work independently.

Primary Duties

• Collect files from shared inboxes, portals, internal ticketing systems, and cloud-based folders.
• Verify document types and ensure all necessary fields, signatures, and attachments are present.
• Index documents using standard metadata such as client or project ID, date, document category, version, and region.
• Organize documents by applying consistent naming conventions and folder hierarchies.
• Perform format conversions like merging or splitting PDFs, converting images to PDF, compressing files, and labeling versions appropriately.
• Maintain control over document libraries by categorizing final, draft, and archived versions with relevant retention tags.
• Conduct daily quality checks to identify duplicates, misfiling, missing pages, or unclear scans, reporting exceptions with detailed notes.
• Maintain logs to track errors and suggest improvements to minimize rework.
• Handle sensitive records adhering to strict confidentiality and access control policies.
• Follow retention schedules, legal hold instructions, and deletion or archival protocols.
• Assist in audits by efficiently retrieving records and documenting their chain-of-custody.
• Collaborate with departments such as HR, Finance, Operations, Legal, and Customer Service to clarify file requirements and provide status updates on workload and any issues.

Tools Utilized

• Cloud storage platforms including Google Drive, SharePoint, and Dropbox.
• Document management applications such as Adobe Acrobat or similar software.
• Spreadsheet programs and ticketing systems like Jira, Asana, or ServiceNow.
• Electronic signature platforms and standard office productivity applications.

Performance Metrics

• Accuracy measured by frequency of misfiles or metadata errors.
• Speed from document receipt to proper filing.
• Management of backlog size and daily processing throughput.
• Efficiency in audit retrieval and maintaining comprehensive records.
• Compliance with access controls and retention tagging policies.

Qualifications

• Previous experience in records management, administrative support, clerical work, or document control is preferred.
• Exceptional attention to detail and ability to consistently follow naming and filing standards.
• Comfort with handling confidential documents and strict adherence to procedures.
• Basic computer skills including navigation of file systems, spreadsheet use, PDF management, and collaboration tools.