Administrative Data Entry File Clerk (Remote)

About the Role

We are seeking a meticulous Administrative Data Entry File Clerk to join our team remotely. This role focuses on maintaining organized digital records, ensuring accurate data entry, and supporting smooth business operations through efficient document management. The ideal candidate will demonstrate strong attention to detail, reliability, and the ability to work independently.

Key Responsibilities

• Receive documents from various sources including shared inboxes, portals, internal ticketing tools, and cloud storage.
• Verify document types and ensure all required fields, signatures, and attachments are present.
• Index records using standardized metadata such as client/project identifiers, dates, document categories, versions, and regional information.
• Organize documents using consistent naming conventions and folder structures.
• Perform format conversions as needed, including merging/splitting PDFs, converting images to PDFs, compressing files, and applying version labels.
• Maintain controlled document libraries distinguishing final, draft, and archived versions, including proper retention tagging.
• Conduct daily quality checks to identify duplicates, misfiled items, missing pages, or poor-quality scans.
• Flag discrepancies and route them appropriately with detailed notes.
• Maintain logs of errors and suggest process enhancements to minimize rework.
• Manage sensitive records adhering to strict access controls and confidentiality protocols.
• Comply with retention schedules, legal hold requirements, and rules for deletion or archiving.
• Assist during audits by quickly retrieving records and documenting custody chains.
• Collaborate with various departments such as HR, Finance, Operations, Legal, and Customer teams to clarify file-related requests.
• Provide regular updates on workload status, processing times, and identified issues.

Tools Commonly Used

• Cloud storage platforms (e.g., Google Drive, SharePoint, Dropbox)
• Document management software (e.g., Adobe Acrobat or equivalent)
• Spreadsheet applications
• Ticketing systems such as Jira, Asana, or ServiceNow
• E-signature tools and general office productivity software

Performance Metrics

• Accuracy rates related to misfiling and metadata errors
• Turnaround time from document receipt to filing
• Size of backlog and daily processing volume
• Speed and completeness of audit document retrieval
• Compliance with access control and retention tagging policies

Qualifications

• Previous experience in records management, administrative support, clerical duties, or document control preferred
• Exceptional attention to detail with consistent adherence to naming and filing standards
• Ability to manage confidential information securely and follow established protocols
• Basic proficiency with computers including file systems, spreadsheets, PDFs, and collaborative tools