File Clerk

Remote File Clerk

Company: RecruitLytic Hires Location: Remote Contract: Permanent Seniority: Junior

RecruitLytic Hires is seeking a dependable and focused Remote File Clerk to join our team. In this role, you will be responsible for maintaining continuous updates to our company's databases. You will communicate with internal employees and customers to collect information, which will be accurately and promptly entered into relevant databases.

Key Responsibilities

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

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

Qualifications

• Experience in records management, administrative support, clerical work, or document control is preferred.
• Strong attention to detail; ability to follow naming and filing rules consistently.
• Comfortable handling confidential information and following strict procedures.
• Basic computer proficiency, including file systems, spreadsheets, PDFs, and collaboration tools.

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