About the Role
Recruit Lytics Hiring is seeking a meticulous and highly organized Remote File Clerk to serve as a cornerstone of our digital information management system. In this vital role, you will be responsible for ensuring that all digital and scanned records are accurate, searchable, and fully compliant with corporate governance standards. You will support multiple cross-functional teams by validating document completeness, applying precise naming conventions, and maintaining an audit-ready trail of all processed information within a high-volume, remote work environment where accuracy and confidentiality are paramount.
As our Remote File Clerk, you will bridge the gap between raw data intake and structured information retrieval. We are looking for a professional who thrives on order and possesses a keen eye for detail to prevent misfiles and data gaps. By managing our digital repositories with excellence, you will empower our HR, Finance, and Legal departments to operate with maximum efficiency, ensuring that every document is exactly where it needs to be, when it is needed.
Key Responsibilities- Intake and Indexing: Monitor shared inboxes, internal portals, and cloud folders to receive incoming documentation. You will confirm document types, verify signatures, and index records using standardized metadata such as project IDs, dates, and document categories.
- Document Organization: Implement and maintain standardized naming conventions and complex folder structures. This includes converting file formats, merging or splitting PDFs, and managing version control to distinguish between draft and archived materials.
- Quality Control and Auditing: Perform daily spot checks to identify duplicates, unreadable scans, or missing pages. You will maintain detailed error logs and route exceptions to the appropriate stakeholders with clear actionable notes.
- Governance and Compliance: Safeguard sensitive records through strict access controls. You will adhere to legal hold instructions and retention schedules, ensuring that the chain of custody is documented and that records are prepared for rapid retrieval during audits.
- Cross-Team Collaboration: Act as a liaison for HR, Finance, and Operations teams to clarify filing requirements. You will provide regular status updates regarding processing backlogs, turnaround times, and any systemic issues identified during file processing.
- Professional Experience: Previous experience in records management, document control, administrative support, or high-volume clerical work is preferred.
- Technical Proficiency: Competency in navigating cloud storage platforms such as Google Drive, SharePoint, or Dropbox, along with proficiency in Adobe Acrobat and basic spreadsheet management.
- Attention to Detail: An exceptional ability to follow complex naming and filing rules consistently without supervision.
- Integrity and Confidentiality: A proven track record of handling sensitive or PII (Personally Identifiable Information) with the highest level of discretion and security.
- Communication Skills: Strong written communication skills for documenting processes and coordinating with various internal departments in a remote setting.
- Remote Flexibility: Work from the comfort of your home office with a schedule designed to support work-life balance.
- Professional Growth: Gain experience with industry-standard document management systems and project management tools like Jira and ServiceNow.
- Inclusive Culture: Join a forward-thinking team at Recruit Lytics Hiring that values accuracy, transparency, and continuous process improvement.
- Competitive Tools: Access to the latest digital productivity and e-signature platforms to streamline your daily workflow.