Administrative Data Entry File Clerk (Remote)

About the Role

We are seeking a meticulous and proactive Administrative Data Entry File Clerk to support our organization’s operational excellence from a remote setting. This role is ideal for individuals who thrive in structured environments, demonstrate a keen eye for detail, and possess the discipline to manage digital records, databases, and administrative workflows independently. As a vital member of our team, you will ensure the accuracy, accessibility, and security of critical business information, enabling seamless collaboration across departments and adherence to compliance standards.

Key Responsibilities

In this position, you will serve as the backbone of our document management system, executing a range of tasks to maintain organized, compliant, and efficient records. Your core duties will include:

• Document Intake and Indexing:
  • Receive and process files from multiple sources, including shared inboxes, internal portals, ticketing tools, and cloud-based repositories.
  • Verify document integrity by confirming essential elements such as document type, required fields, signatures, and attachments.
  • Apply standardized metadata indexing to each record, including client/project identifiers, dates, document categories, versions, and regional details.
• Document Organization and Conversion:
  • Implement and maintain consistent naming conventions and folder structures to streamline retrieval and reduce redundancy.
  • 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 applying retention tags to ensure compliance with organizational policies.
• Quality Control and Process Improvement:
  • Conduct daily spot checks to identify and resolve issues such as duplicates, misfiled documents, missing pages, or unreadable scans.
  • Document exceptions and escalate them to the appropriate stakeholders with clear, actionable notes to prevent recurrence.
  • Maintain error logs and contribute to continuous improvement initiatives aimed at reducing rework and enhancing operational efficiency.
• Records Governance and 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 instructions, and deletion or archival rules as mandated by internal policies and regulatory requirements.
  • Support internal and external audits by promptly retrieving records and maintaining a documented chain of custody for all transactions.
• Collaboration and Communication:
  • Serve as a liaison between departments, including HR, Finance, Operations, Legal, and Customer Support, to clarify file requirements and resolve discrepancies.
  • Provide regular updates on backlog status, processing turnaround times, and any issues encountered during document handling.

Tools and 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 data tracking and reporting
• Ticketing systems (e.g., Jira, Asana, ServiceNow)
• Electronic signature platforms
• Basic office productivity suites

Success Metrics

Your performance will be evaluated based on key performance indicators, including:

• Accuracy rate, measured by the frequency of misfiles or metadata errors
• Turnaround time from receipt to final filing
• Backlog size and daily throughput to ensure timely processing
• Speed and completeness of audit retrieval requests
• Adherence to compliance standards, including access controls and retention tagging

Qualifications

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

• Proven experience in records management, administrative support, clerical work, or document control (highly preferred).
• 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 manipulation, and collaboration tools.
• Ability to work independently in a remote environment with minimal supervision.
• Excellent organizational skills and the capacity to manage multiple priorities in a fast-paced setting.