Remote File Clerk: Precision Records & Compliance

CareerHelix; Abu Dhabi; Remote; AED 34,000 - 48,000; Full time

Job summary

CareerHelix is seeking a Remote File Clerk to ensure digital and scanned records are accurate, organized, searchable, and compliant. You will support multiple teams by receiving documents, validating completeness, applying naming conventions, and maintaining an audit trail of processing and storage locations.

In a high-volume setting, you’ll prioritize accuracy and confidentiality, handle metadata indexing, and contribute to process improvements.

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

• 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.

Skills

Attention to detail

Organization

Confidentiality

Basic computer proficiency

Communication

Tools

Google Drive

SharePoint

Dropbox

Adobe Acrobat

Jira

Asana

ServiceNow

Job description

CareerHelix is seeking a Remote File Clerk to ensure digital and scanned records are accurate, organized, searchable, and compliant. You will support multiple teams by receiving documents, validating completeness, applying naming conventions, and maintaining an audit trail of processing and storage locations.

In a high-volume setting, you’ll prioritize accuracy and confidentiality, handle metadata indexing, and contribute to process improvements.