File Clerk (Remote)
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Key skills for this role
About the Role
Recruitlytixs Hirings is seeking a dependable Remote File Clerk to maintain company databases by collecting and entering information from internal employees and customers.
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
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.
- In this role, you will be in communication with both internal employees and customers to collect information, which will be accurately and promptly entered into relevant databases.
Key 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.
Tools You May Use
- Cloud storage (Google Drive/SharePoint/Dropbox)
- Document tools (Adobe Acrobat or equivalents)
- Spreadsheets
- Ticketing (Jira/Asana/ServiceNow)
- E signature platforms
- Basic office productivity tools
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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