Administrative Data Entry File Clerk (Remote)

About the Role

We are seeking a meticulous Administrative Data Entry File Clerk dedicated to providing excellent service and maintaining well-organized business documentation. This role is ideal for individuals adept at managing records and data entry with high precision while working independently in a remote setup.

Key Responsibilities

• Receive and index files from various sources such as shared inboxes, portals, internal ticketing tools, and cloud storage.
• Verify document types, required fields, signatures, and attachments for completeness.
• Apply standard metadata including client or project IDs, dates, document categories, versions, and regions during indexing.
• Organize documents using established naming conventions and structured folder hierarchies.
• Perform necessary file format conversions such as merging/splitting PDFs, image-to-PDF conversions, compressing files, and version labeling.
• Maintain controlled document libraries differentiating between final, draft, and archived materials and apply retention tagging.
• Conduct daily quality control spot checks to identify duplicates, misfiles, missing pages, and unclear scans.
• Flag and escalate exceptions with detailed notes to designated owners.
• Keep error logs and contribute to ongoing process improvements aimed at reducing rework.
• Manage records governance by handling sensitive documents under strict access control and confidentiality protocols.
• Adhere to retention schedules, legal holds, and rules for deletion or archiving.
• Assist with audits by promptly retrieving records and documenting chain-of-custody actions.
• Collaborate and communicate with HR, Finance, Operations, Legal, and Customer service teams to clarify file requirements and provide updates on workflow status, turnaround times, and issues encountered.

Tools and Success Metrics

• Utilize cloud storage services like Google Drive, SharePoint, and Dropbox along with document management tools such as Adobe Acrobat or equivalents.
• Use spreadsheets, ticketing systems (e.g., Jira, Asana, ServiceNow), e-signature platforms, and standard office productivity software.
• Track success via metrics including accuracy rate, turnaround time, backlog size, daily throughput, audit retrieval speed, and compliance adherence.

Qualifications

• Previous experience in records management, administrative support, clerical positions, or document control preferred.
• Exceptional attention to detail with consistent application of naming and filing protocols.
• Trustworthy with handling confidential information and following stringent procedures.
• Basic computer skills including familiarity with file systems, spreadsheets, PDF handling, and collaboration tools.