Administrative Data Entry File Clerk

Role Overview

We are looking for a careful and dependable Administrative Data Entry File Clerk who can keep business records organized, accurate, and easy to retrieve. This remote position suits someone who enjoys working independently, handling digital files, and supporting day-to-day administration through precise data entry and document control.

What You’ll Do

In this role, you will maintain digital records, update databases, organize administrative documents, and make sure information is captured correctly and efficiently. Your focus on accuracy, consistency, and reliability will help the team stay structured and productive.

File Intake and Indexing

• Collect incoming files from shared inboxes, portals, internal ticketing systems, and cloud-based folders.
• Check document type, required details, signatures, and attachments before processing.
• Assign standard metadata such as client or project ID, date, document category, version, and region.

Document Organization

• Use consistent naming rules and folder structures to keep files easy to find.
• Reformat documents when needed, including PDF merge/split, image-to-PDF conversion, compression, and version labeling.
• Manage controlled libraries for final, draft, and archived files, including retention tags.

Quality Control

• Carry out daily checks to identify duplicates, misplaced files, missing pages, and unreadable scans.
• Escalate exceptions to the right contact with clear notes.
• Maintain error logs and suggest improvements that help reduce rework.

Records Governance and Compliance

• Work with sensitive documents while following strict access controls and confidentiality requirements.
• Apply retention timelines, legal hold instructions, and deletion or archiving rules.
• Assist with audits by retrieving records quickly and documenting chain-of-custody steps.

Collaboration and Communication

You will coordinate with HR, Finance, Operations, Legal, or Customer teams to clarify file requirements and processing needs. You will also share updates on backlog, turnaround time, and any issues found during record handling.

Tools and Systems

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

Performance Measures

Your work may be evaluated based on metadata accuracy, filing turnaround time, backlog volume, daily throughput, audit retrieval speed, completeness of records, and adherence to access-control and retention requirements.

Qualifications

Experience in records management, clerical administration, document control, or admin support is preferred. You should be highly detail-oriented, able to follow filing and naming rules consistently, and comfortable handling confidential information. Basic computer skills, including working with file systems, spreadsheets, PDFs, and collaboration tools, are also important.