File Clerk Administrator (Remote)

Overview

As a File Clerk working remotely, you will keep digital and scanned records accurate, searchable, and compliant so teams can move quickly with confidence.

Location: Remote Employment type: Contract/Full-time (as applicable) Schedule: Flexible within assigned coverage hours

Full training will be provided.

What You'll Do

• Receive and process daily document intake from email queues, shared folders, and request tickets, including downloading, sorting, renaming, indexing, and filing.
• Validate document completeness by confirming required pages, signatures, dates, reference numbers, and supporting attachments; document exceptions and route them to the right owner.
• Apply standardized taxonomy, metadata fields, and folder structure so records are easy to retrieve and consistent across teams and regions.
• Perform quality control checks to prevent duplicates, misfiles, and unreadable scans; correct issues when possible and elevate when policy or data is unclear.
• Maintain status tracking for backlog, turnaround time, and exception categories; provide concise updates to stakeholders and teammates.
• Respond to retrieval requests and audit pulls by locating files quickly and documenting chain of custody steps and access handling.
• Follow strict confidentiality, least privilege access, secure transmission, and retention or legal hold instructions.

What We're Looking For

• Experience in records, admin support, document control, clerical operations, or a similar process driven role is preferred, but strong transferable skills are welcome.
• Comfort working with cloud drives, PDFs, file naming conventions, spreadsheets, and ticketing or workflow tools.
• Strong attention to detail, ability to follow rules consistently, and willingness to ask clarifying questions when standards are ambiguous.
• Reliable internet, ability to work independently, and clear written communication for exception notes and updates.
• Ability to handle sensitive information with discretion and professionalism.

Nice to Have

• Experience with document management systems, retention schedules, or audit support.
• Familiarity with PDF tools for merging, splitting, compressing, and basic page cleanup.
• Experience working across time zones or supporting distributed teams.

How Success Is Measured

• High accuracy in metadata and file placement with low rework and low duplicate rates.
• Consistent turnaround time from receipt to correctly filed record and stable backlog control.
• Fast, complete retrieval for audits and requests with clear documentation and secure handling.

First Days

First 30 days: Learn tools, standards, and handoffs; complete work with high accuracy on a smaller queue; ask clarifying questions early and document decisions clearly.

By 60 days: Manage full volume independently, reduce rework through consistent checks, and communicate status updates that keep stakeholders aligned.

By 90 days: Contribute improvements to templates and playbooks, identify recurring issues and propose fixes, and help maintain consistent standards across the team.