Remote Administrative Data Entry File Clerk

About the Role

We are looking for a meticulous Administrative Data Entry File Clerk who thrives in delivering excellent administrative support while working remotely. This role involves managing digital records, ensuring precise data entry, and maintaining well-organized filing systems to support the daily functioning and efficiency of the organization.

Key Responsibilities

• Receive and index documents from various sources such as shared inboxes, portals, internal ticketing systems, and cloud storage.
• Verify document details including type, required fields, necessary signatures, and attachments.
• Assign metadata consistently including client or project identifiers, dates, document categories, versions, and regional data.
• Organize documents using standardized naming conventions and folder structures.
• Convert file formats as required (e.g., merging or splitting PDFs, converting images to PDF, compressing files, labeling versions).
• Manage controlled document libraries distinguishing final, draft, and archived versions with proper retention tagging.
• Conduct daily quality assurance through spot checks to identify duplicate entries, incorrect filing, missing pages, or poor scan quality.
• Escalate exceptions to appropriate personnel with clear annotations and maintain detailed error logs to aid process enhancements.
• Handle documents adhering to privacy and security standards, following retention and legal hold policies, and supporting audits by ensuring quick retrieval and chain-of-custody documentation.
• Collaborate closely with HR, Finance, Operations, Legal, and Customer teams to clarify document requirements and regularly communicate updates on workload, processing times, and encountered issues.
• Utilize tools like cloud storage platforms (Google Drive, SharePoint, Dropbox), document processing software (Adobe Acrobat or equivalents), spreadsheets, ticket management systems (Jira, Asana, ServiceNow), e-signature applications, and other common office software.

Success Metrics

• Accuracy rates measured by misfile or metadata errors.
• Efficiency in processing times from document receipt to filing.
• Size of backlog and daily document throughput.
• Audit retrieval responsiveness and completeness.
• Compliance with access controls and retention tagging protocols.

Qualifications and Requirements

• Prior experience in records management, administrative support, clerical duties, or document control is preferred.
• Exceptional attention to detail with consistent adherence to naming and filing standards.
• Ability to manage confidential information responsibly while following strict protocols.
• Basic proficiency with computers including file management systems, spreadsheet applications, PDF handling, and collaboration platforms.