Administrative Data Entry File Clerk

Role overview

We are looking for a meticulous Administrative Data Entry File Clerk who can keep business records accurate, well-structured, and easy to retrieve while working remotely. This position is suited to someone who is dependable, comfortable handling files independently, and able to maintain clean digital records with strong attention to detail.

Core duties

• Collect incoming documents from shared email inboxes, portals, internal ticketing systems, and cloud-based folders.
• Check each file for the correct document type, required fields, signatures, and supporting attachments.
• Assign records standard metadata such as client or project ID, date, document category, version, and region.
• Use consistent file names and organized folder structures to keep documents easy to locate.
• Reformat documents when required, including merging or splitting PDFs, converting images to PDF, compressing files, and applying version labels.
• Maintain structured libraries for final, draft, and archived documents, along with appropriate retention tags.
• Carry out daily quality checks to identify duplicates, misplaced files, missing pages, and unreadable scans.
• Escalate exceptions to the correct contact with clear notes and context.
• Record errors and help refine processes that reduce repeated work.
• Manage sensitive records using strict confidentiality and access-control rules.
• Follow retention timelines, legal hold instructions, and approved deletion or archiving procedures.
• Support audits by retrieving records quickly and documenting chain-of-custody steps.
• Work with HR, Finance, Operations, Legal, or Customer teams to confirm filing needs and clarify document requirements.
• Share status updates on backlog, processing time, and any issues discovered during file handling.

Tools and working methods

You may work with cloud storage platforms such as Google Drive, SharePoint, or Dropbox, along with 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 rate, including metadata and misfile error rate.
• Time taken from document receipt to final filing.
• Backlog volume and daily throughput.
• Speed and completeness of audit retrievals.
• Compliance with access controls and retention tagging requirements.

Qualifications

Prior exposure to records management, administrative support, clerical work, or document control is preferred. The ideal candidate should be highly detail-oriented, able to apply filing and naming rules consistently, and confident handling confidential information while following strict procedures. Basic computer skills are needed, including working with file systems, spreadsheets, PDF documents, and collaboration tools.