Remote File Clerk

Role overview

We are looking for a Remote File Clerk to manage digital and scanned records so they stay organized, searchable, accurate, and compliant. In this role, you will support several teams by receiving documents, checking that submissions are complete, applying naming standards, sorting files into the right repositories, and keeping a clear audit trail that shows what was received, when it was processed, and where it is stored.

This is a fast-paced environment where efficiency is important, but precision and confidentiality are the top priorities.

Intake and indexing

• Collect files from shared inboxes, portals, internal ticketing systems, and cloud-based folders.
• Review each submission to confirm the document type, required details, signatures, and attachments.
• Enter standard metadata for every record, such as client or project ID, date, document category, version, and region.

Document organization

• Use approved naming conventions and folder structures consistently.
• Convert file formats when needed, including PDF merge/split, image-to-PDF conversion, compression, and version labeling.
• Maintain controlled libraries for final, draft, and archived files, including retention tags.

Quality control

• Carry out daily spot checks to identify duplicates, misplaced files, missing pages, and unreadable scans.
• Escalate exceptions to the appropriate owner with clear explanatory notes.
• Keep error logs and support process improvements that help reduce rework.

Records governance and compliance

• Manage sensitive records with strict access control and confidentiality.
• Follow retention timelines, legal hold instructions, and rules for deletion or archiving.
• Assist with audits by retrieving records quickly and documenting chain-of-custody steps.

Collaboration and communication

• Work with HR, Finance, Operations, Legal, and Customer teams to clarify file requirements.
• Share updates on backlog levels, turnaround times, and issues discovered during processing.

Tools you may use

You may work with cloud storage systems such as Google Drive, SharePoint, or Dropbox; document tools like Adobe Acrobat or similar software; spreadsheets; ticketing platforms such as Jira, Asana, or ServiceNow; e-signature tools; and standard office productivity applications.

Success measures

• Accuracy rate, including misfile and metadata error levels
• Time taken from receipt to filing
• Backlog volume and daily output
• Speed and completeness of audit retrievals
• Compliance performance, including access control and retention tagging

Qualifications

Preferred background includes records management, administrative support, clerical work, or document control.

You should be highly detail-oriented, able to apply naming and filing rules consistently, and comfortable working with confidential information under strict procedures.

Basic computer skills are needed, including familiarity with file systems, spreadsheets, PDFs, and collaboration tools.