About the Role
Recruitlytics Hiring is seeking a meticulous and organized Remote File Clerk to join our growing team. In this critical role, you will be responsible for ensuring that our digital and scanned records remain accurate, searchable, and fully compliant with corporate standards. You will act as a foundational support pillar for multiple departments by validating document completeness, applying rigorous naming conventions, and maintaining an audit-ready trail of all incoming and outgoing information in a high-volume, remote environment.
As a Remote File Clerk, you will balance the need for high-speed processing with an uncompromising commitment to accuracy and data confidentiality. You will serve as the primary gatekeeper for our cloud repositories, ensuring that every piece of information is correctly classified, securely stored, and easily retrievable by our HR, Finance, Operations, and Legal teams. If you are a process-driven professional who thrives on order and detail, this role offers the opportunity to contribute significantly to our organizational efficiency.
Key Responsibilities- Intake and Indexing: Actively monitor shared inboxes, portals, internal ticketing systems, and cloud folders to receive high volumes of documentation. You will confirm document types, ensure all required fields and signatures are present, and index each record using standardized metadata including client IDs, dates, and versioning.
- Document Organization: Apply and enforce standardized naming conventions and folder hierarchies across all platforms. This includes converting file formats, merging or splitting PDFs, compressing large files for storage efficiency, and managing the lifecycle of documents from draft to final archival status.
- Quality Control and Audit Readiness: Perform daily spot checks to identify duplicates, misfiled items, or unreadable scans. You will maintain detailed error logs, flag exceptions for department owners, and contribute to continuous process improvements to reduce rework and increase data integrity.
- Records Governance and Compliance: Handle highly sensitive records with strict adherence to access controls and privacy protocols. You will follow complex retention schedules, legal hold instructions, and deletion rules while supporting formal audits by providing rapid, organized record retrieval.
- Interdepartmental Collaboration: Coordinate closely with stakeholders in Finance, Legal, and Operations to clarify filing requirements and provide transparent status updates regarding processing backlogs and turnaround times.
- Professional Experience: Proven experience in records management, administrative support, document control, or a similar clerical environment is highly preferred.
- Technical Proficiency: Strong familiarity with cloud storage solutions such as Google Drive, SharePoint, or Dropbox, and advanced proficiency in document tools like Adobe Acrobat. Experience with ticketing systems like Jira, Asana, or ServiceNow is a plus.
- Attention to Detail: An exceptional ability to follow complex naming conventions and filing rules consistently without supervision.
- Integrity and Confidentiality: A demonstrated history of handling sensitive or proprietary information with the highest level of discretion and security.
- Communication Skills: Clear written and verbal communication skills, with the ability to explain technical filing discrepancies to non-technical team members.
- Fully Remote Work Environment: Enjoy the flexibility of working from your home office while staying connected with a collaborative global team.
- Professional Development: Opportunities to gain experience in data governance and compliance within a fast-paced corporate setting.
- Comprehensive Onboarding: Access to the tools and training necessary to master our internal document management systems and workflows.
- Collaborative Culture: Work within a supportive environment that values accuracy, efficiency, and continuous improvement.