About the Role
Recruitlytixs Hirings is seeking a meticulous and dependable Remote File Clerk to join our growing operations team. In this critical support role, you will serve as the primary guardian of our digital infrastructure, ensuring that company databases remain accurate, organized, and up to date. This position requires a professional who thrives in a structured environment and possesses the communication skills necessary to collaborate effectively with both internal departments and external stakeholders to verify and capture essential information.
As our Remote File Clerk, you will go beyond simple data entry; you will be responsible for the end-to-end lifecycle of our corporate documentation. This includes everything from initial intake and indexing to complex quality control and regulatory compliance. The ideal candidate is someone who finds satisfaction in order and precision, understands the importance of data confidentiality, and is eager to contribute to the efficiency of a fully remote workforce through superior organizational habits.
Key Responsibilities- Intake & Indexing: Monitor and retrieve incoming files from shared email inboxes, client portals, internal ticketing systems, and cloud storage folders. You will verify document types, ensure all required fields and signatures are present, and index each record using standardized metadata such as project IDs, document categories, and version numbers.
- Document Organization: Maintain a pristine digital filing system by applying consistent naming conventions and folder structures. You will be responsible for document manipulation, including merging or splitting PDFs, converting image formats, and managing controlled libraries to separate drafts from archived and final versions.
- Quality Control: Conduct rigorous daily spot checks to identify and resolve duplicates, misfiled records, missing pages, or poor-quality scans. You will maintain detailed error logs and suggest workflow improvements to minimize future discrepancies.
- Records Governance & Compliance: Manage sensitive data with the highest level of confidentiality. You will adhere to strict retention schedules, legal hold instructions, and archival rules while supporting periodic audits by providing rapid retrieval of documentation and maintaining a clear chain of custody.
- Stakeholder Collaboration: Partner with HR, Finance, Legal, and Operations teams to clarify documentation requirements and provide transparent updates regarding processing backlogs, turnaround times, and any systemic issues discovered during the filing process.
- Professional Experience: Proven experience in records management, administrative support, clerical work, or document control is highly preferred.
- Technical Proficiency: Familiarity with cloud storage ecosystems such as Google Drive, SharePoint, or Dropbox, along with proficiency in Adobe Acrobat and standard office productivity suites.
- Attention to Detail: An exceptional ability to follow complex naming and filing protocols consistently without supervision.
- Confidentiality: A deep understanding of data privacy principles and a commitment to handling sensitive corporate and customer information with discretion.
- Communication Skills: Strong written and verbal communication skills to effectively coordinate with various departments and resolve data discrepancies.
- Task Management: Ability to manage high volumes of digital paperwork while meeting specific success metrics related to accuracy and daily throughput.
- Remote Work Flexibility: Enjoy the autonomy and work-life balance of a 100% remote position within a supportive virtual environment.
- Professional Growth: Opportunities to contribute to process improvement initiatives and gain exposure to various departments including Legal, Finance, and HR.
- Modern Toolset: Access to industry-leading project management and document control software such as Jira, Asana, and ServiceNow.
- Stability and Impact: Join a company that values data integrity and provides the tools necessary for you to succeed in a vital organizational role.