Administrative Data Entry File Clerk (Remote)

About the Role

We are looking for a meticulous Administrative Data Entry File Clerk to enhance our business operations by efficiently managing records in a fully remote setting. This position requires a strong dedication to accurate data entry, organization, and independent work to support our team's productivity.

Primary Responsibilities

• Receive files from multiple sources including shared inboxes, portals, internal ticketing tools, and cloud storage.
• Verify document types, ensure the presence of required fields, signatures, and attachments.
• Index files by applying standard metadata such as client/project identification, date, document category, version, and region.
• Organize documents using standardized naming conventions and folder structures.
• Convert file formats when necessary, including PDF merging/splitting, image-to-PDF conversion, compression, and version labeling.
• Maintain controlled document libraries distinguishing final, draft, and archived versions, with proper retention tags.
• Conduct daily quality control spot checks to detect duplicates, misplaced files, missing pages, or unreadable scans.
• Flag any irregularities and direct them to the responsible parties with detailed notes.
• Keep error logs updated and actively contribute to process improvements that minimize rework.
• Handle sensitive records with strict confidentiality and access restrictions in compliance with retention schedules, legal holds, and archival policies.
• Assist in audit procedures by promptly retrieving records and documenting custody steps.
• Collaborate with various teams such as HR, Finance, Operations, Legal, and Customer Service to clarify file requirements and share processing status, including backlog and turnaround metrics.

Tools Utilized

• Cloud platforms like Google Drive, SharePoint, Dropbox.
• Document management software such as Adobe Acrobat or equivalents.
• Spreadsheets, ticketing systems like Jira, Asana, ServiceNow.
• E-signature platforms and standard office productivity applications.

Success Metrics

• Accuracy rate in file indexing and metadata application.
• Turnaround duration from file receipt to proper filing.
• Management of backlog and daily processing volume.
• Audit retrieval efficiency and documentation accuracy.
• Compliance with access controls and retention tagging policies.

Qualification and Skills

• Prior experience in records management, administrative support, clerical tasks, or document control is advantageous.
• Exceptional attention to detail with adherence to naming and filing standards.
• Ability to manage confidential data securely and follow strict operational procedures.
• Basic proficiency with computers including file systems, spreadsheets, PDF handling, and collaboration tools.