File Clerk (Remote)

Position Overview

We are seeking a meticulous and organized Remote File Clerk to join our team. In this critical role, you will be responsible for maintaining the integrity, accessibility, and compliance of digital and scanned records across multiple departments. Your expertise in document management will ensure that all files are accurately indexed, securely stored, and readily available for internal and external stakeholders. This position requires a high level of attention to detail, strict adherence to confidentiality protocols, and the ability to thrive in a fast-paced, high-volume environment where precision is paramount.

Key Responsibilities

The Remote File Clerk will play a pivotal role in streamlining document workflows by performing the following duties:

• Document Intake & Indexing:
  • Receive, review, and process files from shared inboxes, internal portals, ticketing systems, and cloud-based repositories.
  • Verify document completeness, including required fields, signatures, and attachments, to ensure no critical information is missing.
  • Apply standardized metadata tags (e.g., client/project ID, date, document category, version, region) to enable efficient search and retrieval.
• Document Organization & Conversion:
  • Implement and maintain consistent naming conventions and folder structures to optimize accessibility and reduce redundancy.
  • Perform format conversions as needed, such as merging or splitting PDFs, converting images to PDFs, compressing files, and labeling versions accurately.
  • Manage controlled document libraries by categorizing files as final, draft, or archived, and applying appropriate retention tags in compliance with organizational policies.
• Quality Control & Process Improvement:
  • Conduct daily spot checks to identify duplicates, misfiled documents, missing pages, or unreadable scans, ensuring data integrity at all times.
  • Document and escalate exceptions to the appropriate team with clear, actionable notes to resolve discrepancies promptly.
  • Maintain detailed error logs and contribute to continuous process improvements aimed at reducing rework and enhancing operational efficiency.
• Records Governance & Compliance:
  • Handle sensitive and confidential records with the utmost care, adhering to strict access controls and data protection protocols.
  • Ensure compliance with retention schedules, legal hold requirements, and deletion/archival rules to mitigate risk and maintain organizational integrity.
  • Support internal and external audits by retrieving records efficiently and documenting the chain of custody for each file.
• Collaboration & Communication:
  • Work closely with cross-functional teams, including HR, Finance, Operations, Legal, and Customer Support, to clarify document requirements and resolve discrepancies.
  • Provide timely status updates on backlog volumes, processing turnaround times, and any issues encountered during file management.

Tools & Technologies

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

• Cloud storage solutions (e.g., Google Drive, SharePoint, Dropbox)
• Document management tools (e.g., Adobe Acrobat or equivalent software)
• Spreadsheet applications for tracking and reporting
• Ticketing systems (e.g., Jira, Asana, ServiceNow)
• Electronic signature platforms
• Basic office productivity software (e.g., Microsoft Office Suite)

Success Metrics

Your performance will be evaluated based on the following key indicators:

• Accuracy Rate: Minimizing misfiles and metadata errors to ensure data reliability.
• Turnaround Time: Processing documents from receipt to final filing within established timelines.
• Backlog Management: Maintaining optimal daily throughput to prevent bottlenecks.
• Audit Readiness: Ensuring rapid and complete retrieval of records during audits.
• Compliance Adherence: Strictly following access controls, retention schedules, and confidentiality protocols.

Qualifications & Skills

To qualify for this role, candidates must meet the following criteria:

• Proven experience in records management, administrative support, clerical work, or document control (preferred but not mandatory).
• Exceptional attention to detail with the ability to consistently apply naming and filing conventions.
• Strong commitment to confidentiality and adherence to established procedures.
• Proficiency in basic computer operations, including file systems, spreadsheets, PDF management, and collaboration tools.
• Ability to work independently in a remote environment while maintaining high productivity and accuracy standards.