Administrative File Clerk (Remote)

As a Remote Administrative File Clerk, you’ll keep digital and scanned records accurate, organized, searchable, and compliant. You’ll support multiple teams by receiving documents, validating completeness, applying naming conventions, classifying files into the correct repositories, and maintaining an audit-ready trail of what was received, when it was processed, and where it lives. You’ll work in a high-volume environment where speed matters, but accuracy and confidentiality matter more.

Key responsibilities:

Intake & indexing:

• Receive files from shared inboxes, portals, internal ticketing tools, and cloud folders.
• Confirm document type, required fields, signatures, and attachments.
• Index each record using standard metadata (client/project ID, date, document category, version, region).

Document organization:

• Apply standardized naming conventions and folder structures.
• Convert formats when needed (PDF merge/split, image-to-PDF, compressing, version labeling).
• Maintain controlled libraries (final vs draft vs archived), including retention tags.

Quality control

• Perform daily spot checks for duplicates, misfiles, missing pages, and unreadable scans.
• Flag exceptions and route them to the correct owner with clear notes.
• Maintain error logs and contribute to process improvements that reduce rework.

Records governance & compliance:

• Handle sensitive records with strict access controls and confidentiality.
• Follow retention schedules, legal hold instructions, and deletion/archival rules.
• Support audits by pulling records quickly and documenting chain-of-custody steps.

Collaboration & communication:

• Coordinate with HR, Finance, Operations, Legal, or Customer teams to clarify file requirements.
• Provide status updates on backlog, turnaround time, and issues found during processing.

Tools you may use:

Cloud storage (Google Drive/SharePoint/Dropbox), document tools (Adobe Acrobat or equivalents), spreadsheets, ticketing (Jira/Asana/ServiceNow), e-signature platforms, and basic office productivity tools.

Success metrics (examples):

• Accuracy rate (misfile/metadata error rate)
• Turnaround time from receipt to filed
• Backlog size and daily throughput
• Audit retrieval speed and completeness
• Compliance adherence (access control, retention tagging)

Qualifications:

• Experience in records management, admin support, clerical work, or document control (preferred).
• Strong attention to detail; able to follow naming/filing rules consistently.
• Comfortable handling confidential information and following strict procedures.
• Basic computer proficiency: file systems, spreadsheets, PDFs, and collaboration tools.