Administrative Data Entry File Clerk (Remote)

About the Role

We’re looking for a detail-focused Administrative Data Entry File Clerk to help keep our records accurate, organized, and easy to access. You’ll manage digital document files, update databases, and ensure every entry is completed correctly while working independently in a remote environment.

Responsibilities

• Receive documents from shared inboxes, portals, internal ticketing tools, and cloud folders.
• Verify document type, required fields, signatures, and attachments before filing.
• Index records using consistent metadata such as client/project ID, date, category, version, and region.
• Organize documents using standardized naming conventions and folder structures.
• Convert and prepare files as needed (e.g., PDF merge/split, image-to-PDF, compression, version labeling).
• Maintain controlled libraries for final, draft, and archived documents, including retention tags.
• Run daily quality checks for duplicates, misfiles, missing pages, and unreadable scans.
• Log exceptions and route them to the appropriate owner with clear, actionable notes.
• Follow records governance requirements, including retention schedules, legal holds, and archival/deletion rules.
• Support audits by retrieving records quickly and documenting chain-of-custody steps.
• Coordinate with internal teams (HR, Finance, Operations, Legal, Customer) to confirm file requirements and priorities.
• Provide updates on backlog, turnaround time, and processing issues.

Requirements

• Experience in records management, administrative support, clerical work, or document control (preferred).
• Strong attention to detail and the ability to follow filing and naming standards consistently.
• Comfort working with confidential information and adhering to strict procedures.
• Basic computer skills with file systems, spreadsheets, PDFs, and collaboration tools.
• Proven reliability when managing repetitive data entry and document processing tasks.

Benefits

• Remote work flexibility.
• Opportunity to support day-to-day operations by keeping systems organized and audit-ready.
• Clear success metrics focused on accuracy, turnaround time, and compliance.