Administrative Data Entry File Clerk

About the Role

Our company is dedicated to delivering exceptional service and maintaining organized business operations. We are seeking a detail-oriented Administrative Data Entry File Clerk to join our team in a remote capacity. This role is perfect for individuals who excel at managing records, entering data accurately, and working independently.

Key Responsibilities

• Intake & Indexing:
• Receive files from various sources (inboxes, portals, ticketing tools, cloud folders).
• Verify document type, required fields, signatures, and attachments.
• Index records using standard metadata (client/project ID, date, document category, version, region).
• Document Organization:
• Apply standardized naming conventions and folder structures.
• Convert file formats as needed (PDF merge/split, image-to-PDF, compressing, version labeling).
• Maintain controlled libraries (final, draft, archived) with retention tags.
• Quality Control:
• Perform daily spot checks for duplicates, misfiles, missing pages, and unreadable scans.
• Flag exceptions and route them with clear notes.
• Maintain error logs and contribute to process improvements.
• Records Governance & Compliance:
• Handle sensitive records with strict access controls and confidentiality.
• Adhere to retention schedules, legal hold instructions, and deletion/archival rules.
• Support audits by retrieving records and documenting chain-of-custody.
• Collaboration & Communication:
• Coordinate with HR, Finance, Operations, Legal, or Customer teams to clarify file requirements.
• Provide status updates on backlog, turnaround time, and identified issues.

Tools You May Use

• Cloud storage (Google Drive/SharePoint/Dropbox)
• Document tools (Adobe Acrobat or equivalents)
• Spreadsheets
• Ticketing systems (Jira/Asana/ServiceNow)
• E-signature platforms
• Basic office productivity tools

Success Metrics (Examples)

• Accuracy rate (misfile/metadata error rate)
• Turnaround time from receipt to filed
• Backlog size and daily throughput
• Audit retrieval speed and completeness
• Compliance adherence (access control, retention tagging)

Qualifications

• Experience in records management, admin support, clerical work, or document control (preferred).
• Strong attention to detail and ability to consistently follow filing rules.
• Comfortable handling confidential information and adhering to strict procedures.
• Basic computer proficiency (file systems, spreadsheets, PDFs, collaboration tools).