Administrative Data Entry File Clerk (Remote)

About the Role

We are a forward-thinking organization committed to operational excellence and exceptional service delivery. As part of our dynamic team, we are seeking a meticulous and self-driven Administrative Data Entry File Clerk to support our remote operations. This role is ideal for individuals who thrive in a structured environment, possess strong organizational skills, and demonstrate a commitment to accuracy in data management. Your contributions will directly enhance our efficiency, ensure compliance, and maintain the integrity of our digital records.

Key Responsibilities

As an Administrative Data Entry File Clerk, you will play a pivotal role in maintaining the accuracy, accessibility, and security of our digital records. Your responsibilities will include:

• Document Intake and Indexing: Receive and process files from shared inboxes, portals, internal ticketing tools, and cloud folders. Verify document types, required fields, signatures, and attachments, ensuring all necessary information is present before indexing.
• Data Organization: Apply standardized naming conventions and folder structures to maintain consistency across all records. Convert file formats as needed, including merging or splitting PDFs, converting images to PDFs, compressing files, and labeling versions appropriately.
• Quality Control: Conduct daily spot checks to identify duplicates, misfiled documents, missing pages, or unreadable scans. Flag exceptions with clear notes and route them to the appropriate team members for resolution. Maintain error logs and contribute to process improvements to minimize rework and enhance efficiency.
• Records Governance and Compliance: Handle sensitive records with strict adherence to access controls and confidentiality protocols. Follow retention schedules, legal hold instructions, and deletion or archival rules to ensure compliance with organizational and regulatory standards. Support audits by retrieving records promptly and documenting chain-of-custody steps.
• 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 status updates on backlog, turnaround times, and any issues encountered during processing.

Tools and 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.
• Spreadsheets for data tracking and reporting.
• Ticketing systems such as Jira, Asana, or ServiceNow for task management.
• E-signature platforms for verifying document authenticity.
• Basic office productivity tools for communication and collaboration.

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 control and retention tagging.

Qualifications

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

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

If you are a proactive professional with a passion for organization and accuracy, we invite you to apply and become an integral part of our team.