Administrative Data Entry File Clerk

Role overview

We are looking for a meticulous Administrative Data Entry File Clerk to help keep business records accurate, organized, and easy to retrieve. This remote position is suited to someone who enjoys working independently, handling documents carefully, and maintaining clean, reliable data across daily operations.

What you will do

• Collect incoming files from shared inboxes, portals, internal ticketing systems, and cloud-based folders.
• Review each document to verify the file type, required fields, signatures, and attachments.
• Record documents using consistent metadata such as client or project ID, date, document category, version, and region.
• Use standard naming rules and folder structures to keep records orderly.
• Reformat documents when needed, including merging or splitting PDFs, converting images to PDF, compressing files, and labeling versions.
• Manage controlled file libraries, including draft, final, and archived versions, along with retention tags.
• Carry out daily checks to catch duplicates, misplaced files, missing pages, and scans that are unclear or unreadable.
• Escalate exceptions to the right owner with clear notes and context.
• Maintain error logs and support process improvements that help reduce repeat work.
• Handle confidential records with strict access controls and privacy standards.
• Follow retention timelines, legal hold instructions, and deletion or archiving rules.
• Assist with audits by locating records quickly and documenting chain-of-custody steps.
• Work with HR, Finance, Operations, Legal, and Customer teams to confirm file requirements.
• Share updates on backlog status, turnaround times, and any issues identified while processing.

Tools and working methods

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

Performance focus

• Accuracy of filing and metadata entry
• Time taken from file receipt to completion
• Backlog volume and daily output
• Speed and completeness of audit retrievals
• Compliance with access control and retention tagging requirements

Qualifications

• Prior experience in records management, clerical work, admin support, or document control is preferred.
• You should be highly detail-oriented and able to apply filing and naming rules consistently.
• Comfort working with sensitive information and following structured procedures is important.
• Basic computer skills are needed, including file navigation, spreadsheets, PDFs, and collaboration tools.