Administrative Data Entry File Clerk (Remote)

About the Role

Our organization is committed to operational excellence and exceptional service delivery, and we are currently seeking a meticulous and proactive Administrative Data Entry File Clerk to support our remote team. This position is ideal for individuals who possess strong organizational skills, a keen eye for detail, and the ability to work autonomously in a virtual setting. As a key contributor to our administrative infrastructure, you will play a vital role in maintaining accurate records, ensuring data integrity, and streamlining document management processes.

Key Responsibilities

In this remote role, you will be responsible for a range of critical tasks designed to enhance efficiency and maintain the integrity of our digital records. Your duties will include:

• Document Intake and Indexing: Receive and process files from shared inboxes, internal portals, ticketing tools, and cloud-based storage solutions. Verify document types, required fields, signatures, and attachments to ensure completeness.
• Data Organization: Implement standardized naming conventions and folder structures to maintain consistency across digital repositories. Convert file formats as necessary, including merging or splitting PDFs, converting images to PDFs, compressing files, and applying version labels.
• Controlled Library Management: Maintain organized libraries by distinguishing between final, draft, and archived documents. Apply retention tags and ensure compliance with established retention schedules.
• Quality Assurance: Conduct daily spot checks to identify duplicates, misfiled documents, missing pages, or unreadable scans. Flag exceptions and escalate issues with clear documentation to the appropriate team members. Maintain error logs and contribute to process improvements to minimize rework.
• Records Governance and Compliance: Handle sensitive records with the utmost confidentiality and adhere to strict access controls. Follow legal hold instructions, retention schedules, and deletion protocols. Support audit processes by retrieving records efficiently and documenting chain-of-custody procedures.
• Collaboration and Communication: Work closely with cross-functional teams, including HR, Finance, Operations, Legal, and Customer Support, to clarify file requirements and resolve discrepancies. Provide timely updates on backlog status, processing times, and any issues encountered during document handling.

Tools and Technologies

To perform your duties effectively, 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
• Spreadsheets for data tracking and reporting
• Ticketing systems including Jira, Asana, or ServiceNow
• Electronic signature platforms
• Basic office productivity tools for seamless collaboration

Success Metrics

Your performance in this role will be evaluated based on several key metrics, including:

• Accuracy rate, measured by the frequency of misfiles or metadata errors
• Turnaround time from receipt to final filing
• Daily throughput and backlog management
• Speed and completeness of audit retrievals
• Compliance adherence, including access control and retention tagging

Qualifications

To qualify for this position, candidates should meet the following criteria:

• Prior experience in records management, administrative support, clerical work, or document control is preferred
• Exceptional attention to detail, with the ability to consistently follow naming and filing conventions
• Strong commitment to confidentiality and adherence to strict procedural guidelines
• Proficiency in basic computer applications, including file systems, spreadsheets, PDF manipulation, and collaboration tools

If you are a detail-oriented professional seeking a remote opportunity to contribute to a dynamic and organized team, we encourage you to apply and become an integral part of our administrative excellence.