Administrative Data Entry File Clerk (Remote)

About the Role

We are looking for a meticulous Administrative Data Entry File Clerk to join our team remotely. The ideal candidate thrives on keeping organized business operations running smoothly by managing records, data entry, and administrative files with precision. This role supports the organization’s daily functions by maintaining digital records and ensuring accurate, efficient data management.

Key Responsibilities

• Receive and manage files from various channels including shared inboxes, portals, internal ticketing platforms, and cloud storage folders.
• Verify document types, ensure required fields, signatures, and attachments are present.
• Index records using standardized metadata like client/project ID, dates, document categories, versions, and regional tags.
• Apply standard naming conventions and structured folder systems for better document organization.
• Manage document formats through actions such as merging/splitting PDFs, converting images to PDFs, compressing files, and labeling versions.
• Maintain controlled document libraries differentiating between final, draft, and archived items while applying retention tags appropriately.
• Conduct daily quality checks to identify duplicates, misfiles, missing pages, or unclear scans and document these issues.
• Flag anomalies and route them with notes to responsible parties, maintain error logs, and participate in process improvements to minimize rework.
• Handle sensitive materials with strict confidentiality, adhere to records retention policies, legal holds, and deletion or archival guidelines.
• Support audit requirements by quickly retrieving needed records and documenting the chain-of-custody process.
• Collaborate across departments including HR, Finance, Operations, Legal, and Customer Support to clarify file needs and provide updates on file processing status, backlog, and turnaround times.

Tools Commonly Used

• Cloud storage solutions such as Google Drive, SharePoint, and Dropbox.
• Document management tools like Adobe Acrobat or similar applications.
• Spreadsheets and office productivity software.
• Ticket management systems including Jira, Asana, or ServiceNow.
• E-signature platforms for document verification.

Performance Metrics

• Accuracy of data entry and file indexing including error rates.
• Turnaround time from file receipt to completion.
• Size of backlog and daily processing throughput.
• Speed and completeness of audit-related record retrieval.
• Compliance levels with access control and retention tagging policies.

Qualifications

• Experience preferred in records management, administrative support, clerical roles, or document control.
• Exceptional attention to detail with consistent adherence to naming and filing standards.
• Trustworthy handling of confidential information and compliance with prescribed procedures.
• Basic computer skills including familiarity with file systems, spreadsheets, PDFs, and team collaboration tools.