Remote File Clerk

Role Summary

As a Remote File Clerk, you will be responsible for maintaining accurate, organized, and compliant digital and scanned records. Your role includes supporting multiple teams by managing document intake, verifying completeness, applying standardized naming conventions, classifying files appropriately, and ensuring a thorough audit trail documenting receipt, processing dates, and storage locations.

Key Duties

• Receive files via shared inboxes, portals, internal ticketing systems, and cloud folders.
• Verify document types and ensure all required fields, signatures, and attachments are present.
• Index each document using standardized metadata such as client/project ID, date, document category, version, and region.
• Implement consistent naming conventions and folder structures.
• Perform file format adjustments including merging/splitting PDFs, converting images to PDFs, compressing files, and labeling versions.
• Maintain controlled document libraries differentiating final, draft, and archived versions with proper retention tagging.

• Conduct daily quality checks to identify duplicates, misfiling, missing pages, or poor quality scans.
• Escalate exceptions with detailed notes to the appropriate owner.
• Manage error logs and suggest process improvements to minimize rework.

• Handle confidential records with strict access control policies.
• Comply with retention schedules, legal holds, and archiving/deletion protocols.
• Support audit activities by promptly retrieving records and documenting the chain of custody.

• Coordinate with HR, Finance, Operations, Legal, and Customer teams to clarify file requirements.
• Provide updates on processing backlog, turnaround times, and issue tracking.

Tools and Metrics

Work may involve cloud storage platforms like Google Drive, SharePoint, or Dropbox; document management tools such as Adobe Acrobat or equivalents; spreadsheet software; ticketing systems including Jira, Asana, or ServiceNow; electronic signature applications; and standard office productivity tools.

Performance will be measured through metrics such as accuracy of filing and metadata, turnaround time from receipt to filing, backlog volume, audit retrieval speed, and compliance with retention and access control policies.

Qualifications and Skills

• Prior experience in records management, administrative support, clerical work, or document control is preferred.
• Meticulous attention to detail with the ability to consistently adhere to naming and filing conventions.
• Trustworthy in handling sensitive information and compliance with strict procedures.
• Basic computer skills including proficiency with file systems, spreadsheet applications, PDF handling, and collaborative tools.