File Clerk (Remote)
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Key skills for this role
About the Role
We are recruiting a dependable Remote File Clerk to maintain continuous updates to company databases. Responsibilities include intake and indexing of documents, document organization, quality control, records governance, and collaboration with internal teams.
Key Skills for This Role
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
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
Full Job Posting
Job Overview
- We are actively recruiting a dependable and focused Remote File Clerk who will be responsible for maintaining continuous updates to our company's databases.
Key Responsibilities
- Intake & indexing: 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.
- Document organization: Apply standardized naming conventions and folder structures. Convert formats when needed. Maintain controlled libraries including retention tags.
- Quality control: Perform daily spot checks for duplicates, misfiles, missing pages, and unreadable scans. Flag exceptions and route them to the correct owner. Maintain error logs.
- Records governance & compliance: Handle sensitive records with strict access controls and confidentiality. Follow retention schedules, legal hold instructions, and deletion/archival rules. Support audits.
- Collaboration & communication: Coordinate with HR, Finance, Operations, Legal, or Customer teams to clarify file requirements. Provide status updates on backlog, turnaround time, and issues.
Qualifications
- 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.
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