Administrative Data Entry File Clerk (Remote)

About the Role

Our organization is committed to operational excellence and seeks a meticulous Administrative Data Entry File Clerk to support our remote team. This position is ideal for individuals who thrive in a structured, detail-driven environment and possess the ability to manage records with precision. As a vital member of our team, you will play a key role in maintaining the integrity of our digital files, ensuring data accuracy, and facilitating seamless workflows from a remote setting.

Key Responsibilities

In this role, you will be responsible for a range of critical tasks designed to keep our records organized, accessible, and compliant. Your responsibilities 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.
  • Index records using standardized metadata, including client/project IDs, dates, document categories, versions, and regional identifiers.
• Document Organization:
  • Apply consistent naming conventions and folder structures to maintain a logical and searchable file system.
  • Convert document 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:
  • 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, actionable notes.
  • Maintain error logs and contribute to process improvements aimed at reducing rework and enhancing 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/archival rules.
  • Support audits by retrieving records promptly and documenting chain-of-custody steps to maintain transparency.
• 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 volumes, 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.
• Spreadsheet applications for data tracking and reporting.
• Ticketing systems such as Jira, Asana, or ServiceNow.
• Electronic signature platforms for document validation.
• Basic office productivity tools for communication and task management.

Success Metrics

Your performance will be evaluated based on key metrics that reflect your accuracy, efficiency, and contribution to the team. These may include:

• Accuracy rate, measured by the frequency of misfiled documents or metadata errors.
• Turnaround time from receipt of documents to their proper filing.
• Backlog size and daily throughput to assess productivity levels.
• Audit retrieval speed and completeness to ensure compliance and accessibility.
• Adherence to compliance standards, including access controls and retention tagging.

Qualifications

To qualify for this position, you should have:

• Prior experience in records management, administrative support, clerical work, or document control (preferred but not mandatory).
• A keen eye for detail and the ability to consistently follow established naming and filing conventions.
• Strong ethical standards and the ability to handle confidential information with discretion.
• Proficiency in basic computer applications, including file systems, spreadsheets, PDF manipulation, and collaboration tools.

If you are a proactive, organized professional with a passion for accuracy and efficiency, we invite you to apply for this exciting opportunity to contribute to our team’s success from a remote setting.