File Clerk (Remote)

RecruitLax; Abu Dhabi; Remote; AED 30,000 - 60,000; Full time

Job summary

RecruitLax is seeking a Remote File Clerk to ensure digital and scanned records are accurate, organized, searchable, and compliant. You will receive documents, validate completeness, apply naming conventions, and classify files into the correct repositories, maintaining an audit-ready trail.

In a high-volume environment, you’ll balance speed with accuracy and confidentiality. You’ll collaborate with HR, Finance, Operations, Legal, and Customer teams to clarify file requirements and provide

Qualifications

• 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.

Responsibilities

• Receive files from shared inboxes, portals, internal ticketing tools, and cloud folders.
• 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.

Skills

Attention to detail

Record management

Confidentiality

Computer literacy

Tools

Google Drive

SharePoint

Dropbox

Adobe Acrobat

Spreadsheets

Job description

As a Remote File Clerk, you’ll keep digital and scanned records accurate, organized, searchable, and compliant. You’ll support multiple teams by receiving documents, validating completeness, applying naming conventions, classifying files into the correct repositories, and maintaining an audit-ready trail of what was received, when it was processed, and where it lives. You’ll work in a high-volume environment where speed matters, but accuracy and confidentiality matter more.

Key responsibilities:

Intake & indexing:

• 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).

Document organization:

• 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.

Quality control

• 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.

Records governance & compliance:

• 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.

Collaboration & communication:

• 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.

Tools you may use:

Cloud storage (Google Drive/SharePoint/Dropbox), document tools (Adobe Acrobat or equivalents), spreadsheets, ticketing (Jira/Asana/ServiceNow), e-signature platforms, and basic office productivity tools.

Success metrics (examples):

• Accuracy rate (misfile/metadata error rate)
• Turnaround time from receipt to filed
• Backlog size and daily throughput
• Audit retrieval speed and completenessCompliance adherence (access control, retention tagging)

Qualifications:

• 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.