File Clerk

Recruitlytic Hiring·Remote(Hong Kong, Hong Kong, Hong Kong SAR)
Other

WFA Digital Insight

The shift to remote work has intensified the need for skilled file clerks who can maintain accurate, organized, and compliant digital records. With the demand for digital skills growing by 25% annually, professionals with strong attention to detail and basic computer proficiency are in high demand. Recruitlytic Hiring stands out for its commitment to innovation and employee growth. Before applying, candidates should be prepared to showcase their ability to work independently in a high-volume environment and handle sensitive information with confidentiality. The **GREAT** thing about this role is the opportunity to work with a variety of teams and contribute to process improvements.

Job Description

About the Role

As a File Clerk at Recruitlytic Hiring, you will play a critical role in maintaining the accuracy, organization, and compliance of digital records. This is a high-volume environment where speed is important, but accuracy and confidentiality are paramount. You will be working remotely and collaborating with multiple teams, including HR, Finance, Operations, Legal, and Customer teams, to ensure seamless file management.

The role of a File Clerk is vital in today's digital age, where information needs to be readily accessible and secure. You will be responsible for receiving, validating, and indexing documents, as well as maintaining controlled libraries and ensuring compliance with retention schedules and legal hold instructions.

What You Will Do

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

What We Are Looking For

  • Experience in records management, admin support, clerical work, or document control (preferred)
  • Strong attention to detail; able to follow naming/filing rules consistently
  • Comfortable handling confidential information and following strict procedures
  • Basic computer proficiency: file systems, spreadsheets, PDFs, and collaboration tools
  • Ability to work in a high-volume environment with speed and accuracy
  • Strong organizational and time management skills
  • Ability to work independently with minimal supervision
  • 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
  • Knowledge of records governance and compliance principles
  • Certification in records management or a related field
  • Experience working in a remote team environment

Benefits and Perks

  • Opportunity to work with a innovative and growing company
  • Collaborative and dynamic remote work environment
  • Professional development and growth opportunities
  • Access to cutting-edge tools and technologies
  • Flexible working hours and remote stipend
  • Comprehensive health insurance and retirement plan
  • Generous paid time off and holidays

How to Stand Out

  • Tip: Make sure to highlight your experience with cloud storage and document management tools in your resume and cover letter.
  • Tip: Practice your organizational and time management skills before applying, as these are crucial for success in this role.
  • Tip: Research Recruitlytic Hiring's company culture and values to understand their commitment to innovation and employee growth.
  • Tip: Be prepared to provide examples of times when you had to handle sensitive information with confidentiality and follow strict procedures.
  • Tip: Consider obtaining a certification in records management or a related field to increase your chances of standing out as a candidate.
  • Tip: Show enthusiasm for working in a high-volume environment and contributing to process improvements that reduce rework.
  • Tip: Familiarize yourself with the company's specific tools and technologies, such as Adobe Acrobat and Jira, to demonstrate your ability to learn and adapt quickly.

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