Remote File Clerk

Role overview

This position focuses on keeping digital and scanned records accurate, well-structured, easy to search, and compliant with internal rules. You will support several teams by receiving documents, checking that they are complete, applying file naming standards, placing records in the correct locations, and preserving a clear audit trail that shows what was received, when it was handled, and where it is stored.

The work is fast-paced and high-volume, so efficiency is important. At the same time, precision and confidentiality are the top priorities.

Intake and indexing

• Collect files from shared inboxes, portals, internal ticketing systems, and cloud-based folders.
• Verify document type, required fields, signatures, and any attached supporting files.
• Index each item with standard metadata such as client or project ID, date, document category, version, and region.

Document organization

• Use consistent naming rules and folder structures for all records.
• Adjust file formats when needed, including merging or splitting PDFs, converting images to PDF, compressing files, and adding version labels.
• Maintain controlled document libraries with clear separation between final, draft, and archived files, along with retention tags.

Quality control

• Carry out daily checks for duplicates, incorrect filing, missing pages, and scans that are not readable.
• Escalate exceptions to the appropriate owner with clear explanatory notes.
• Maintain error logs and help refine processes that reduce rework.

Records governance and compliance

• Work with sensitive information under strict access controls and confidentiality expectations.
• Follow retention timelines, legal hold requirements, and deletion or archival procedures.
• Assist with audits by retrieving records quickly and recording chain-of-custody steps.

Collaboration and communication

• Coordinate with teams such as HR, Finance, Operations, Legal, and Customer teams to confirm document requirements.
• Share updates on backlog levels, turnaround time, and any issues found during processing.

Tools and workflow

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

Performance measures

• Accuracy rate, including metadata errors and misfiling
• Time taken from receipt to filing
• Backlog volume and daily processing output
• Speed and completeness of audit retrievals
• Compliance with access controls and retention tagging

Qualifications

Prior experience in records management, administrative support, clerical work, or document control is preferred. You should be highly detail-oriented, able to apply naming and filing rules consistently, comfortable handling confidential information, and familiar with basic computer tasks such as working with file systems, spreadsheets, PDFs, and collaboration tools.