File Clerk

Role overview

This remote file clerk position focuses on keeping digital and scanned records precise, well-structured, easy to retrieve, and compliant with internal rules. The role supports several teams by receiving documents, checking that everything is complete, applying naming standards, sorting files into the right repositories, and maintaining a clear trail of what was received, processed, and where it is stored.

The work is high-volume, so speed is important, but accuracy, discretion, and confidentiality take priority.

Key responsibilities

• Collect files from shared inboxes, portals, internal ticketing systems, and cloud-based folders.
• Verify document type, required fields, signatures, and attached files before processing.
• Tag each record with the correct metadata such as client or project ID, date, document category, version, and region.
• Use consistent file names and folder structures to keep records organized.
• Convert documents when needed, including merging or splitting PDFs, turning images into PDFs, compressing files, and labeling versions.
• Maintain structured libraries for final, draft, and archived files, along with retention markers.
• Carry out regular spot checks to catch duplicates, misplaced files, missing pages, and unclear scans.
• Escalate exceptions to the right owner with clear notes and context.
• Keep error logs up to date and help improve processes to reduce rework.
• Protect sensitive records by following access controls and confidentiality requirements.
• Follow retention timelines, legal hold instructions, and rules for deletion or archiving.
• Assist with audits by locating records quickly and documenting chain-of-custody steps.
• Work with HR, Finance, Operations, Legal, or Customer teams to clarify file-handling needs.
• Share updates on backlog, turnaround time, and any issues found during processing.

Tools and working environment

You may work with cloud storage platforms such as Google Drive, SharePoint, or Dropbox; document tools such as Adobe Acrobat or similar alternatives; spreadsheets; ticketing systems such as Jira, Asana, or ServiceNow; e-signature platforms; and general office productivity tools.

Performance measures

• Accuracy of filing and metadata entry, including misfile and error rates.
• Time taken from receipt of a document to final filing.
• Daily throughput and backlog size.
• Speed and completeness of audit retrievals.
• Compliance with access control and retention-tagging rules.

Qualifications

• Prior exposure to records management, administrative support, clerical tasks, or document control is preferred.
• Strong attention to detail and the ability to follow naming and filing rules consistently.
• Comfort working with confidential information and strict procedures.
• Basic computer skills, including file navigation, spreadsheets, PDFs, and collaboration tools.