File Clerk

About the Role

RecruitLytic Hires is seeking a meticulous and dedicated Remote File Clerk to join our growing team. This role is essential to our organizational efficiency, as you will serve as the primary guardian of our digital records and database integrity. By bridging the gap between internal departments and external stakeholders, you will ensure that every piece of information is captured, verified, and stored with the highest degree of precision. As a critical member of our administrative infrastructure, you will navigate complex digital ecosystems to maintain a streamlined flow of data, supporting our mission to provide high-quality administrative excellence in a fully remote environment. Your work will directly impact our ability to scale operations and maintain regulatory compliance across all business units.

Key Responsibilities

Your primary focus will be the systematic management of our digital asset lifecycle, ensuring that information is not only stored but is easily retrievable and accurately categorized. You will act as the gatekeeper for incoming data, managing multiple entry points including shared inboxes, cloud portals, and internal ticketing systems.

• Digital Intake and Indexing: Monitor various input streams such as Jira, Asana, and SharePoint to capture new records. You will be responsible for confirming document authenticity, ensuring all required fields are populated, and verifying that necessary signatures and attachments are present before archiving.
• Standardized Metadata Management: Apply specific metadata tags to every record, including client IDs, project codes, document categories, and regional identifiers. This ensuring that our searchability remains optimized for all global team members.
• Document Architecture: Implement and maintain standardized naming conventions and complex folder structures. You will perform technical document tasks such as merging or splitting PDFs, converting images to searchable formats, and managing version labeling to differentiate between draft and archived materials.
• Rigorous Quality Control: Conduct daily audits and spot checks to identify duplicates, unreadable scans, or misfiled items. You will be expected to maintain detailed error logs and contribute to continuous process improvements that minimize rework and improve throughput.
• Governance and Compliance: Execute strict adherence to records retention schedules and legal hold instructions. You will handle sensitive PII (Personally Identifiable Information) with the highest level of confidentiality and support internal or external audits by retrieving records with speed and documenting the chain of custody.
• Cross-Functional Collaboration: Act as a liaison between HR, Finance, and Legal departments to clarify document requirements and provide regular updates on backlog status and processing turnaround times.

Qualifications

The ideal candidate possesses a unique blend of technical aptitude and an uncompromising eye for detail. We are looking for an individual who finds satisfaction in organization and understands the vital role that clean data plays in a successful business operation.

• Professional Experience: Proven background in records management, document control, or a high-volume clerical role. Experience working in a remote capacity is highly preferred.
• Technical Proficiency: Intermediate to advanced skills in cloud storage platforms such as Google Drive and SharePoint. You must be comfortable using Adobe Acrobat for document manipulation and have a working knowledge of project management tools like Jira or ServiceNow.
• Attention to Detail: An exceptional ability to follow complex naming conventions and filing rules without deviation. You should be the type of person who notices a missing signature or a misplaced decimal point immediately.
• Integrity and Confidentiality: A deep understanding of data privacy principles and the ability to handle sensitive corporate and personal information with total discretion.
• Communication Skills: Strong written and verbal communication skills to effectively coordinate with diverse teams and clarify technical filing requirements.

Benefits

At RecruitLytic Hires, we believe in supporting our remote workforce with the tools and environment necessary to succeed. We offer a culture of transparency, efficiency, and professional respect.

• Remote Flexibility: Enjoy the autonomy of a 100% remote position that allows you to manage your professional responsibilities from the comfort of your home office.
• Professional Development: Access to training on the latest document management software and opportunities to grow into Senior Document Control or Operations Management roles.
• Collaborative Culture: Join a team that values your input on process improvements and rewards accuracy and reliability.
• Modern Toolset: Work with premium versions of industry-leading productivity and collaboration software to ensure your workflow is as smooth as possible.

Required Skills