Remote File Clerk – Document Management Specialist

About the role

We are looking for a Remote File Clerk to ensure our digital and scanned records are accurate, organized, searchable, and compliant. You will support multiple internal teams by receiving, validating, and filing documents while maintaining an audit‑ready trail.

Key responsibilities

• Intake & indexing: receive files from shared inboxes, portals, ticketing tools, and cloud folders; confirm document type, required fields, signatures, and attachments.
• Apply standardized naming conventions, folder structures, and metadata (client/project ID, date, category, version, region).
• Convert formats as needed (PDF merge/split, image‑to‑PDF, compression) and manage controlled libraries with retention tags.
• Perform daily spot checks for duplicates, misfiles, missing pages, and unreadable scans; flag exceptions and route them with clear notes.
• Maintain error logs and suggest process improvements to reduce rework.
• Handle sensitive records with strict access controls, follow retention schedules, legal hold instructions, and support audits by quickly pulling records and documenting chain‑of‑custody steps.
• Coordinate with HR, Finance, Operations, Legal, and Customer teams to clarify file requirements and provide status updates.

Required profile

• Experience in records management, administrative support, clerical work, or document control (preferred).
• Strong attention to detail and ability to follow naming/filing rules consistently.
• Comfort handling confidential information and adhering to strict procedures.
• Basic computer proficiency with file systems, spreadsheets, PDFs, and collaboration tools.

Required skills

• Google Drive
• SharePoint
• Dropbox
• Adobe Acrobat (or equivalent)
• Microsoft Excel (or similar spreadsheet tool)
• Jira
• Asana
• ServiceNow