Administrative Data Entry File Clerk

Overview

We are looking for a meticulous Administrative Data Entry File Clerk to join our team remotely. The ideal candidate will be dedicated to maintaining orderly business operations by accurately managing and entering data while working independently. This role involves organizing digital files, updating databases, and ensuring precise information entry to support smooth daily workflows and promote team productivity.

Key Responsibilities

• Receive and index files from shared inboxes, portals, ticketing tools, and cloud folders.
• Verify document types, necessary fields, signatures, and attachments for completeness.
• Index records consistently using metadata like client/project IDs, dates, document categories, versions, and regions.
• Apply standard naming conventions and folder structures for document organization.
• Convert file formats as needed, including merging/splitting PDFs, converting images to PDF, compressing files, and labeling versions.
• Maintain controlled libraries distinguishing final, draft, and archived documents with retention tagging.
• Conduct daily quality checks to identify duplicates, misfiled documents, missing pages, and unreadable scans.
• Flag discrepancies and route documents with clear notes to relevant owners.
• Keep error logs and suggest process improvements to minimize rework.
• Manage sensitive records under strict confidentiality and enforced access control.
• Observe retention schedules, legal holds, and document deletion or archival protocols.
• Support audit activities by quickly retrieving records and documenting the chain-of-custody process.
• Collaborate with HR, Finance, Operations, Legal, and Customer teams to clarify filing requirements and report status on backlogs, processing times, and issues.

Tools and Success Metrics

• Utilize cloud storage platforms such as Google Drive, SharePoint, or Dropbox.
• Work with document management software like Adobe Acrobat or equivalent tools.
• Handle spreadsheets, ticketing systems (Jira, Asana, ServiceNow), e-signature applications, and office productivity software.
• Track performance metrics including accuracy of filing and metadata, processing turnaround times, backlog levels, audit retrieval efficiency, and compliance adherence.

Qualifications

• Previous experience in records management, administrative support, clerical duties, or document control preferred.
• Exceptional attention to detail to consistently apply naming and filing protocols.
• Ability to handle confidential materials responsibly and adhere to strict operational procedures.
• Proficiency with basic computer skills including file management, spreadsheet use, PDF handling, and collaboration applications.