File Clerk (Remote)

Position Overview

Join our dynamic team as a Remote File Clerk, where precision, organization, and confidentiality are at the heart of every task. In this critical role, you will be responsible for maintaining the integrity, accessibility, and compliance of digital and scanned records across multiple departments. Your meticulous attention to detail will ensure that documents are accurately received, validated, indexed, and stored in a manner that meets organizational standards and regulatory requirements. This high-volume position demands both speed and accuracy, with a strong emphasis on maintaining an audit-ready trail of all processed records.

Key Responsibilities

Document Intake & Indexing

You will serve as the first point of contact for incoming documents, receiving files through shared inboxes, portals, internal ticketing systems, and cloud-based folders. Your responsibilities will include:

• Verifying the completeness of each document, including required fields, signatures, and attachments.
• Indexing records using standardized metadata, such as client or project IDs, dates, document categories, versions, and regional identifiers.
• Ensuring that all incoming files are processed in a timely and accurate manner to support seamless operations across teams.

Document Organization & Conversion

To maintain a streamlined and accessible filing system, you will:

• Apply consistent naming conventions and folder structures to all documents.
• Convert files between formats as needed, including merging or splitting PDFs, converting images to PDFs, compressing files, and labeling versions appropriately.
• Manage controlled libraries by categorizing documents as final, draft, or archived, and applying retention tags to ensure compliance with organizational policies.

Quality Control & Process Improvement

Your role will include rigorous quality assurance measures to uphold the highest standards of accuracy and reliability:

• Conducting daily spot checks to identify duplicates, misfiled documents, missing pages, and unreadable scans.
• Flagging exceptions and routing them to the appropriate stakeholders with clear, actionable notes.
• Maintaining detailed error logs and contributing to process improvements that minimize rework and enhance efficiency.

Records Governance & Compliance

You will play a vital role in ensuring that all records are managed in accordance with legal, regulatory, and organizational requirements:

• Handling sensitive records with strict adherence to access controls and confidentiality protocols.
• Following retention schedules, legal hold instructions, and deletion or archival rules to mitigate compliance risks.
• Supporting internal and external audits by quickly retrieving records and documenting the chain of custody for each file.

Collaboration & Communication

Effective communication and teamwork are essential to your success in this role. You will:

• Collaborate with cross-functional teams, including HR, Finance, Operations, Legal, and Customer Support, to clarify file requirements and resolve discrepancies.
• Provide timely status updates on backlog levels, turnaround times, and any issues encountered during processing.
• Serve as a reliable point of contact for stakeholders seeking assistance with document retrieval or clarification.

Tools & Technologies

To excel in this role, you will utilize a variety of tools and platforms, including:

• Cloud storage solutions such as Google Drive, SharePoint, or Dropbox.
• Document management tools like Adobe Acrobat or equivalent software for PDF manipulation and editing.
• Spreadsheets for tracking and reporting purposes.
• Ticketing systems such as Jira, Asana, or ServiceNow to manage workflows and exceptions.
• Electronic signature platforms for verifying document authenticity.
• Basic office productivity tools to support daily tasks and communication.

Success Metrics

Your performance will be evaluated based on key metrics that reflect the quality and efficiency of your work, including:

• Accuracy rate, measured by the frequency of misfiles or metadata errors.
• Turnaround time from receipt to final filing of documents.
• Backlog size and daily throughput to ensure timely processing.
• Audit retrieval speed and completeness to support compliance efforts.
• Adherence to compliance standards, including access controls and retention tagging.

Qualifications & Skills

To qualify for this role, you should possess the following:

• Prior experience in records management, administrative support, clerical work, or document control is preferred but not required.
• A keen eye for detail and the ability to consistently follow established naming and filing conventions.
• Strong commitment to confidentiality and the ability to handle sensitive information with discretion.
• Proficiency in basic computer applications, including file systems, spreadsheets, PDFs, and collaboration tools.