Remote File Clerk

Role Overview

A dependable and detail-oriented Remote File Clerk is needed to keep company databases and records updated on an ongoing basis. The role involves collecting information from internal staff and customers, then entering it accurately and promptly into the appropriate systems.

File Intake and Indexing

• Collect documents from shared inboxes, portals, internal ticketing systems, and cloud-based folders.
• Check each file for the correct document type, required fields, signatures, and supporting attachments.
• Tag every record with consistent metadata such as client or project ID, date, document category, version, and region.

Document Organization

• Use standardized file names and structured folder layouts.
• Convert files as needed, including PDF merge or split tasks, image-to-PDF conversion, compression, and version labeling.
• Keep controlled document libraries organized, separating final, draft, and archived materials and applying retention tags where required.

Quality Control

• Carry out daily checks to identify duplicates, misplaced files, missing pages, and unreadable scans.
• Escalate exceptions to the correct owner with clear notes and context.
• Maintain error logs and suggest improvements that help reduce repeat work.

Records Governance and Compliance

• Manage sensitive records using strict access controls and confidentiality practices.
• Adhere to retention timelines, legal hold directions, and deletion or archiving rules.
• 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 filing requirements.
• Share updates on backlog levels, turnaround times, and any issues discovered during processing.

Tools and Systems

Common tools for this position may include cloud storage platforms such as Google Drive, SharePoint, or Dropbox; document utilities like Adobe Acrobat or similar software; spreadsheets; ticketing platforms such as Jira, Asana, or ServiceNow; e-signature tools; and basic office productivity applications.

Performance Measures

• Accuracy of filing and metadata entry, including misfile and error rates.
• Time taken from document receipt to final filing.
• Backlog volume and daily output.
• Speed and completeness of audit retrievals.
• Compliance with access controls and retention tagging requirements.

Qualifications

Prior experience in records management, administrative support, clerical work, or document control is preferred. The ideal candidate should be highly attentive to detail, able to follow filing and naming rules consistently, comfortable handling confidential information, and proficient with file systems, spreadsheets, PDFs, and collaboration tools.