Administrative Data Entry File Clerk

About the Role

We are looking for a meticulous Administrative Data Entry File Clerk to join our team remotely, dedicated to ensuring smooth business operations through accurate data management and organized record-keeping. This role demands a strong focus on detail, reliability, and the ability to work independently while maintaining data integrity.

Key Responsibilities

• Receive files via shared inboxes, portals, ticketing systems, and cloud storage.
• Verify document types and confirm presence of required fields, signatures, and attachments.
• Assign standard metadata such as client/project ID, date, document category, version, and region to each record.
• Organize documents applying consistent naming conventions and folder organization.
• Convert file formats when necessary, including merging or splitting PDFs, image-to-PDF conversions, compression, and version labeling.
• Manage controlled libraries distinguishing between final, draft, and archived documents with retention tags.
• Conduct daily quality checks to identify duplicates, misfilings, missing pages, and poor scan quality.
• Flag exceptions and communicate clearly with relevant stakeholders.
• Maintain error logs and support process enhancements to minimize errors.
• Ensure records governance compliance by managing access control and confidentiality.
• Adhere to retention schedules, legal holds, and archival or deletion policies.
• Assist in audits by promptly retrieving records and documenting chain-of-custody procedures.
• Collaborate and communicate with HR, Finance, Operations, Legal, and Customer teams to clarify documentation requirements and provide status updates.

Tools and Metrics

• Use cloud storage platforms such as Google Drive, SharePoint, or Dropbox.
• Employ document management software like Adobe Acrobat or its alternatives.
• Utilize spreadsheets and ticketing systems including Jira, Asana, or ServiceNow.
• Use e-signature solutions and standard office productivity tools.
• Measure success by accuracy rates, turnaround times, backlog management, audit retrieval efficiency, and compliance adherence.

Qualifications and Skills

• Previous experience in records management, administrative support, clerical duties, or document control is advantageous.
• Exceptional attention to detail with a strong adherence to naming and filing protocols.
• Ability to manage confidential information securely and comply with strict procedures.
• Basic proficiency in computer operations including navigating file systems, spreadsheets, handling PDFs, and using collaboration tools.