Remote File Clerk

Role overview

In this remote file clerk position, you will manage digital and scanned records so they remain accurate, well-structured, easy to search, and aligned with compliance requirements. The role supports several internal teams by receiving documents, checking them for completeness, assigning the correct labels, sorting them into the right repositories, and preserving a clear record of what arrived, when it was handled, and where it was stored.

This is a fast-moving, high-volume environment. Working quickly is important, but precision and confidentiality are the top priorities.

Core duties

• Collect files from shared mailboxes, online portals, internal ticketing systems, and cloud-based folders.
• Verify document type, required fields, signatures, and all supporting attachments.
• Record each item with standard metadata such as client or project ID, date, document category, version, and region.
• Use approved naming rules and folder structures to keep records organized.
• Convert files when needed, including merging or splitting PDFs, turning images into PDFs, compressing files, and adding version labels.
• Maintain controlled document libraries, separating final, draft, and archived versions and applying retention tags where required.
• Run daily quality checks to catch duplicates, misplaced files, missing pages, and scans that cannot be read properly.
• Escalate exceptions to the correct owner with clear explanations and notes.
• Keep detailed error logs and suggest process changes that help reduce rework.
• Handle sensitive information with strict access restrictions and full confidentiality.
• Follow retention timelines, legal hold directions, and rules for deletion or archiving.
• Support audits by locating records quickly and documenting every chain-of-custody step.
• Work with HR, Finance, Operations, Legal, and Customer teams to confirm filing requirements.
• Share updates on backlog levels, turnaround time, and any issues identified during processing.

Tools and workflow

You may work with cloud storage tools such as Google Drive, SharePoint, or Dropbox, as well as PDF software like Adobe Acrobat or similar alternatives. The role may also involve spreadsheets, ticketing systems such as Jira, Asana, or ServiceNow, e-signature tools, and standard office productivity software.

Performance measures

• Low misfiling and metadata error rates.
• Fast turnaround from document receipt to final filing.
• Healthy daily throughput and controlled backlog size.
• Quick and complete retrieval during audits.
• Consistent compliance with access control and retention-tagging requirements.

Qualifications

Previous experience in records management, administrative support, clerical work, or document control is preferred. Candidates should be highly detail-oriented, able to follow naming and filing rules consistently, comfortable dealing with confidential information, and proficient with basic computer tasks such as file handling, spreadsheets, PDFs, and collaboration tools.

Additional information

Success in this role depends on balancing speed with accuracy, maintaining confidentiality at all times, and keeping records audit-ready.