Remote File Clerk

About the role

We are looking for a dependable Remote File Clerk to keep our company’s databases up‑to‑date. You will work closely with internal teams and customers, collecting information and entering it accurately into the appropriate systems.

Key responsibilities

• Receive and index files from shared inboxes, portals, ticketing tools and cloud folders, confirming document type, required fields, signatures and attachments.
• Apply standardized naming conventions, folder structures and metadata (client/project ID, date, category, version, region).
• Convert file formats, merge/split PDFs, compress images and label versions as needed.
• Maintain controlled libraries (final, draft, archived) with proper retention tags.
• Perform daily spot checks for duplicates, misfiles, missing pages or unreadable scans; flag exceptions and route them with clear notes.
• Log errors, support process‑improvement initiatives and ensure compliance with retention schedules, legal holds and confidentiality rules.
• Assist audits by quickly retrieving 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.
• Strong attention to detail and ability to follow naming and 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 or Dropbox
• Adobe Acrobat (or equivalent PDF tools)
• Spreadsheets (Excel or Google Sheets)
• Ticketing systems such as Jira, Asana or ServiceNow
• E‑signature platforms
• General office productivity software