Remote File Clerk

Role overview

We are looking for a remote file clerk to manage digital and scanned records so they remain accurate, well-structured, easy to find, and compliant with company rules. In this role, you will support several teams by receiving documents, checking them for completeness, assigning the right naming format, placing files in the correct repositories, and keeping a clear trail of what arrived, when it was handled, and where it is stored.

This is a fast-moving, high-volume position where working quickly is important, but precision and confidentiality are even more critical.

Document intake and indexing

• Collect files from shared inboxes, portals, internal ticketing systems, and cloud-based folders.
• Review each submission to confirm the document type, required details, signatures, and attachments are all present.
• Add standard metadata to each record, such as client or project ID, date, document type, version, and region.

File organization

• Use approved naming formats and folder structures consistently.
• Convert files when required, including merging or splitting PDFs, turning images into PDFs, compressing files, and marking versions.
• Maintain controlled file libraries, including final, draft, and archived versions, along with retention tags.

Quality checks

• Carry out daily sample checks to identify duplicates, misplaced files, missing pages, and unclear scans.
• Escalate issues to the correct person with clear notes and context.
• Maintain error records and help improve processes that reduce repeat work.

Records governance and compliance

• Protect sensitive information by following strict access restrictions and confidentiality rules.
• Work in line with retention timelines, legal hold requirements, and archival or deletion procedures.
• Assist with audits by retrieving documents quickly and recording chain-of-custody steps.

Coordination and communication

• Work with HR, Finance, Operations, Legal, and Customer teams to clarify document requirements.
• Share updates on backlog, processing time, and any issues discovered during review.

Tools and systems

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

Performance measures

• Accuracy level, including metadata and filing mistakes
• Time taken from receipt to final filing
• Backlog volume and daily output
• Speed and completeness of audit retrievals
• Compliance with access controls and retention tagging

Qualifications

• Previous experience in records management, administrative support, clerical work, or document control is preferred.
• Strong attention to detail and the ability to follow filing and naming rules consistently.
• Comfort handling confidential information and working within strict procedures.
• Basic computer skills, including file management, spreadsheets, PDFs, and collaboration tools.