Administrative Data Entry File Clerk (Remote)

Position Overview

We are a forward-thinking organization committed to operational excellence and streamlined business processes. As part of our dynamic team, we are seeking a meticulous and self-driven Administrative Data Entry File Clerk to support our remote workforce. This role is ideal for individuals who thrive in a structured environment, possess strong organizational skills, and demonstrate a high degree of accuracy in data management and record-keeping. If you are passionate about maintaining digital files, ensuring data integrity, and contributing to efficient workflows, we invite you to apply for this exciting opportunity.

Key Responsibilities

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

• Document Intake and Indexing:
  • Receive and process files from shared inboxes, portals, internal ticketing systems, and cloud-based storage solutions.
  • Verify document types, required fields, signatures, and attachments to ensure completeness.
  • Index records using standardized metadata, including client/project IDs, dates, document categories, versions, and regional identifiers.
• Document Organization and Conversion:
  • Apply consistent naming conventions and folder structures to maintain organized digital libraries.
  • Perform format conversions as needed, such as merging or splitting PDFs, converting images to PDFs, compressing files, and applying version labels.
  • Manage controlled libraries by categorizing documents as final, draft, or archived, and apply retention tags accordingly.
• Quality Control and Process Improvement:
  • Conduct daily spot checks to identify duplicates, misfiled documents, missing pages, and unreadable scans.
  • Flag exceptions and escalate issues to the appropriate team members with clear documentation.
  • Maintain error logs and contribute to continuous process improvements to minimize rework and enhance efficiency.
• Records Governance and Compliance:
  • Handle sensitive records with the utmost care, adhering to strict access controls and confidentiality protocols.
  • Ensure compliance with retention schedules, legal hold instructions, and data deletion or archival rules.
  • Support internal and external 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 regular status updates on backlog volumes, turnaround times, and any issues encountered during processing.

Tools and Technologies

To excel in this role, you will utilize a variety of digital 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.
• Spreadsheet applications for data tracking and reporting.
• Ticketing systems such as Jira, Asana, or ServiceNow for workflow management.
• Electronic signature platforms for document verification.
• Basic office productivity tools for communication and collaboration.

Performance Metrics

Your success in this role will be measured by key performance indicators, including:

• Accuracy rate, specifically the reduction of misfiles and 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 protocols, including access control and retention tagging.

Qualifications and Skills

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

• Prior experience in records management, administrative support, clerical work, or document control is highly desirable.
• A keen eye for detail, with the ability to consistently follow naming and filing conventions.
• Strong ethical standards and discretion when handling confidential information and sensitive data.
• Proficiency in basic computer applications, including file systems, spreadsheets, PDFs, and collaboration tools.
• Ability to work independently in a remote environment while maintaining high productivity and reliability.