As a File Clerk working remotely, you will keep digital and scanned records accurate, searchable, and compliant so teams can move quickly with confidence.
You will receive documents from shared inboxes, portals, and internal requests, then validate completeness, apply naming conventions, and file items into approved repositories with a clear audit trail.
Location: Remote | Employment type: Contract/Full-time (as applicable) | Schedule: Flexible within assigned coverage hours
Full training will be provided
This role is ideal for someone who enjoys structured workflows, high attention to detail, and consistent daily output in a confidential environment.
You will emphasize confidentiality, secure handling, audit readiness, and consistent policy alignment across every step.
You will document decisions carefully, escalate sensitive exceptions quickly, and protect data with least-privilege practices.
What You'll Do
- Receive and process daily document intake from email queues, shared folders, and request tickets, including downloading, sorting, renaming, indexing, and filing.
- Validate document completeness by confirming required pages, signatures, dates, reference numbers, and supporting attachments; document exceptions and route them to the right owner.
- Apply standardized taxonomy, metadata fields, and folder structure so records are easy to retrieve and consistent across teams and regions.
- Perform quality control checks to prevent duplicates, misfiles, and unreadable scans; correct issues when possible and escalate when policy or data is unclear.
- Maintain status tracking for backlog, turnaround time, and exception categories; provide concise updates to stakeholders and teammates.
- Respond to retrieval requests and audit pulls by locating files quickly and documenting chain-of-custody steps and access handling.
- Follow strict confidentiality, least-privilege access, secure transmission, and retention or legal-hold instructions.
What We're Looking For
- Experience in records, admin support, document control, clerical operations, or a similar process-driven role is preferred, but strong transferable skills are welcome.
- Comfort working with cloud drives, PDFs, file naming conventions, spreadsheets, and ticketing or workflow tools.
- Strong attention to detail, ability to follow rules consistently, and willingness to ask clarifying questions when standards are ambiguous.
- Reliable internet, ability to work independently, and clear written communication for exception notes and updates.
- Ability to handle sensitive information with discretion and professionalism.
Nice to have
- Experience with document management systems, retention schedules, or audit support.
- Familiarity with PDF tools for merging, splitting, compressing, and basic page cleanup.
- Experience working across time zones or supporting distributed teams.
How Success Is Measured
- High accuracy in metadata and file placement with low rework and low duplicate rates.
- Consistent turnaround time from receipt to correctly filed record and stable backlog control.
- Fast, complete retrieval for audits and requests with clear documentation and secure handling.
First 30-60-90 days
First 30 days: learn tools, standards, and handoffs; complete work with high accuracy on a smaller queue; ask clarifying questions early and document decisions clearly.
By 60 days: manage full volume independently, reduce rework through consistent checks, and communicate status updates that keep stakeholders aligned.
By 90 days: contribute improvements to templates and playbooks, identify recurring issues and propose fixes, and help maintain consistent standards across the team.
Additional details: You keep your workspace organized and your file handling steps consistent from start to finish. You communicate clearly and record what you did so others can review your work without guessing. You treat accuracy as non-negotiable because downstream decisions depend on reliable records. You apply the compliance and risk emphasis while maintaining consistency and accuracy.
You keep stakeholders informed with clear notes, decisions, and next steps. You protect confidentiality and share only what is required to complete the work. You keep your workspace organized and your file handling steps consistent from start to finish. You communicate clearly and record what you did so others can review your work without guessing.
You treat accuracy as non-negotiable because downstream decisions depend on reliable records. You apply the compliance and risk emphasis while maintaining consistency and accuracy. You keep stakeholders informed with clear notes, decisions, and next steps. You protect confidentiality and share only what is required to complete the work. You keep your workspace organized and your file handling steps consistent from start to finish. You communicate clearly and record what you did so others can review your work without guessing.
You treat accuracy as non-negotiable because downstream decisions depend on reliable records. You apply the compliance and risk emphasis while maintaining consistency and accuracy.
You keep stakeholders informed with clear notes, decisions, and next steps. You protect confidentiality and share only what is required to complete the work. You keep your workspace organized and your file handling steps consistent from start to finish.
You communicate clearly and record what you did so others can review your work without guessing. You treat accuracy as non-negotiable because downstream decisions depend on reliable records. You apply the compliance and risk emphasis while maintaining consistency and accuracy.
