File Clerk

Recruit Lytics Hiring·Remote(Hong Kong, Hong Kong, Hong Kong SAR)
Other

WFA Digital Insight

As remote work continues to shape the job market, the demand for skilled file clerks has grown significantly, with companies seeking professionals who can efficiently manage digital records and maintain high levels of accuracy and confidentiality. In this role, you'll have the opportunity to work with a dynamic team and develop your skills in records management, collaboration, and communication. With the rise of remote work, companies are looking for candidates who are self-motivated, organized, and able to work independently. According to recent statistics, the demand for digital skills has increased by 25% in the past year, making this an exciting time to join the industry. Before applying, candidates should be aware of the importance of attention to detail, ability to follow strict procedures, and comfort with handling confidential information.

Job Description

About the Role

The File Clerk role is a critical part of the team, responsible for maintaining accurate, organized, and compliant digital records. As a remote file clerk, you will work in a high-volume environment, supporting multiple teams by receiving, processing, and maintaining digital records. Your attention to detail and ability to follow naming conventions and folder structures will be essential in ensuring that records are easily searchable and accessible.

The role entails working closely with various teams, including HR, Finance, Operations, Legal, and Customer teams, to clarify file requirements and provide status updates on backlog, turnaround time, and issues found during processing. You will also be responsible for performing daily spot checks for duplicates, misfiles, missing pages, and unreadable scans, and flagging exceptions for review.

In this role, you will have the opportunity to develop your skills in records management, collaboration, and communication, and contribute to process improvements that reduce rework. You will work in a fast-paced environment where speed and accuracy are crucial, but attention to detail and confidentiality are paramount.

What You Will Do

  • Receive files from shared inboxes, portals, internal ticketing tools, and cloud folders, and confirm document type, required fields, signatures, and attachments
  • Index each record using standard metadata, including client/project ID, date, document category, version, and region
  • Apply standardized naming conventions and folder structures, and convert formats when needed, such as PDF merge/split, image-to-PDF, compressing, and version labeling
  • Maintain controlled libraries, including final vs draft vs archived, and retention tags
  • Perform daily spot checks for duplicates, misfiles, missing pages, and unreadable scans, and flag exceptions for review
  • Coordinate with teams to clarify file requirements and provide status updates on backlog, turnaround time, and issues found during processing
  • Maintain error logs and contribute to process improvements that reduce rework
  • Handle sensitive records with strict access controls and confidentiality, following retention schedules, legal hold instructions, and deletion/archival rules
  • Support audits by pulling records quickly and documenting chain-of-custody steps

What We Are Looking For

  • Experience in records management, admin support, clerical work, or document control (preferred)
  • Strong attention to detail and ability to follow naming/filing rules consistently
  • Basic computer proficiency, including file systems, spreadsheets, PDFs, and collaboration tools
  • Ability to handle confidential information and follow strict procedures
  • Comfort with handling high volumes of digital records and working in a fast-paced environment
  • Excellent communication and collaboration skills, with the ability to work with multiple teams
  • Ability to work independently and self-motivated, with a strong work ethic
  • Familiarity with cloud storage (Google Drive/SharePoint/Dropbox), document tools (Adobe Acrobat or equivalents), and ticketing tools (Jira/Asana/ServiceNow)

Nice to Have

  • Experience with e-signature platforms and basic office productivity tools
  • Familiarity with document management systems and records governance principles
  • Certification in records management or a related field

Benefits and Perks

  • Opportunity to work with a dynamic team and develop your skills in records management, collaboration, and communication
  • Competitive compensation package (details not disclosed)
  • Flexible remote work arrangement, with the ability to work from anywhere
  • Access to cutting-edge technology and tools, including cloud storage, document tools, and collaboration platforms
  • Ongoing training and professional development opportunities, to help you stay up-to-date with the latest trends and best practices in records management
  • Recognition and reward for outstanding performance, with opportunities for career advancement and growth
  • ENCOURAGINGLY, we offer a supportive and inclusive work environment, with a focus on work-life balance and employee well-being, and we are an equal opportunities employer, committed to diversity and inclusion
  • Tag RMTI5LjEyMS40MC4xNg== to show you read the job post completely (#RMTI5LjEyMS40MC4xNg==)

How to Stand Out

  • Tip: Make sure to highlight your attention to detail and ability to follow naming conventions and folder structures in your application, as these skills are essential for the role.
  • Be prepared to provide examples of your experience in records management, admin support, or clerical work, and explain how you have handled confidential information in the past.
  • When applying, use the tag RMTI5LjEyMS40MC4xNg== to show you have read the job post completely, and mention the word ENCOURAGINGLY to demonstrate your enthusiasm for the role.
  • Consider creating a portfolio that showcases your skills in document management, collaboration, and communication, to help you stand out from other applicants.
  • Research the company and the role, and be prepared to ask questions about the work environment, team, and expectations during the interview process.
  • Be honest and transparent about your experience and qualifications, and be prepared to provide references or examples of your work.

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