File Clerk (Remote)

Role overview

Intake and indexing

• Receive files from shared inboxes, portals, internal ticketing tools and cloud folders.
• Confirm document type, required fields, signatures and attachments.
• Index records using metadata such as client or project ID, date, category, version and region.

Document organization and quality

• Apply standard naming conventions and folder structures; convert formats, merge or split PDFs, compress files and label versions when needed.
• Maintain final, draft and archived libraries with retention tags.
• Check for duplicates, misfiles, missing pages and unreadable scans; route exceptions with clear notes.
• Maintain error logs and contribute to process improvements that reduce rework.

Records governance and compliance

• Use strict access controls and confidentiality when handling sensitive records.
• Follow retention schedules, legal hold instructions, and deletion or archival rules.
• Support audits with timely record retrieval and documented chain-of-custody steps.

Collaboration and performance

• Coordinate with HR, Finance, Operations, Legal and Customer teams to clarify file requirements.
• Provide updates on backlog, turnaround time and processing issues.
• Example success measures include accuracy, filing turnaround, backlog and throughput, audit retrieval completeness and compliance.

Tools

• Tools may include Google Drive, SharePoint, Dropbox, Adobe Acrobat or equivalents, spreadsheets, Jira, Asana, ServiceNow, e-signature platforms and office productivity tools.

Qualifications

• Records management, administrative support, clerical or document-control experience is preferred.
• Strong attention to detail and consistent application of naming and filing rules.
• Comfort with confidential information and strict procedures.
• Basic computer skills with file systems, spreadsheets, PDFs and collaboration tools.