Remote Digital Filing Coordinator – Entry Level

Position Overview

We are seeking a highly organized and detail-oriented Digital Filing Coordinator to support the maintenance and organization of our electronic records. This entry-level remote position is responsible for organizing digital documents, maintaining electronic filing systems, reviewing file information, and ensuring records are properly labeled, categorized, and stored.

The Digital Filing Coordinator plays an important role in keeping company information organized and accessible to authorized employees. Daily responsibilities include reviewing incoming files, assigning appropriate file names and categories, maintaining digital folders, updating document indexes, and assisting with routine records-management activities.

This position is ideal for individuals who enjoy organized, structured work and are comfortable spending much of their workday using computers and digital systems.

Previous professional experience is not required. Training will be provided to qualified candidates.

Primary Responsibilities

• Organize and maintain electronic files within company-approved systems.

• Review incoming documents and determine the appropriate filing location.

• Upload documents into designated electronic folders or document-management platforms.

• Apply standardized file names, labels, tags, and categories.

• Maintain logical and consistent electronic folder structures.

• Create and update document indexes and tracking spreheets.

• Review files to ensure required documentation has been received.

• Identify duplicate, outdated, incomplete, or incorrectly stored documents.

• Move or reorganize files according to established records-management procedures.

• Assist with converting paper-based or scanned documents into organized electronic records when applicable.

• Match supporting documents with the appropriate records or files.

• Update file statuses and related administrative information.

• Perform routine audits of electronic folders to ensure documents are properly organized.

• Maintain logs of files received, processed, archived, or transferred.

• Retrieve documents for authorized employees when requested.

• Assist with archiving older electronic records according to established retention procedures.

• Flag missing or questionable documentation for supervisor review.

• Perform basic quality checks on uploaded and organized files.

• Protect confidential and sensitive documents from unauthorized access.

• Communicate with team members regarding missing documentation or filing questions.

• Assist with special records-organization and administrative projects.

• Participate in remote training sessions and virtual team meetings.

• Perform additional administrative support duties as assigned.

Required Qualifications

• High school diploma, GED, or equivalent.

• Basic computer proficiency.

• Comfortable working with electronic documents and folders.

• Familiarity with basic file management on a computer.

• Strong organizational skills.

• Excellent attention to detail.

• Ability to follow established naming and filing procedures.

• Basic written communication skills.

• Ability to work independently.

• Good time-management abilities.

• Ability to manage routine and repetitive assignments accurately.

• Willingness to learn new document-management systems.

• Reliable internet access.

• Ability to maintain confidentiality.

Preferred Qualifications

Professional experience is not required. However, familiarity with the following may be helpful:

• Microsoft Word and Excel.

• Google Docs, Sheets, and Drive.

• OneDrive or similar cloud-based storage platforms.

• Electronic document-management systems.

• Digital filing and folder organization.

• Administrative or clerical procedures.

• Spreheet tracking.

• Records management.

• Document scanning and electronic archiving.

• Remote collaboration platforms.

Core SkillsDigital Organization

The ability to maintain clear and consistent digital filing structures is essential. Employees should be comfortable organizing documents according to established categories and procedures.

Attention to Detail

A small filing mistake can make a document difficult to locate later. Candidates should carefully review file names, dates, categories, and document information before completing assignments.

Accuracy

Employees must consistently follow established filing and indexing standards.

Time Management

You may receive multiple batches of documents during a workday. You should be able to prioritize assignments and complete them within established timelines.

Consistency

Digital records must be organized using the same standards across different assignments. Employees should be comfortable following detailed procedures repeatedly.

Confidentiality

Some documents may contain private company, customer, employee, or business information. Employees must follow all company privacy and information-security requirements.

Typical Workday

A typical day may begin with reviewing newly received documents that need to be organized and filed.

You may download or access approved documents, review their contents, assign standardized file names, select appropriate categories, and upload them to designated electronic folders.

You may also update tracking spreheets to show which files have been received and processed.

During the day, you could be asked to locate a previously filed document, reorganize an electronic folder, identify duplicate records, or review a group of files for missing documentation.

You may communicate with other team members when a document cannot be properly categorized or when required information is missing.

At the end of an assignment, you will perform a basic quality check to confirm that documents have been properly labeled, stored, and recorded.

Training Provided

New employees will receive training covering the procedures and systems necessary to perform their responsibilities.

Training may include:

• Electronic filing procedures.

• Company file naming standards.

• Folder and document organization.

• Document indexing.

• Records classification.

• File retrieval procedures.

• Electronic archiving.

• Quality-control requirements.

• Document retention procedures.

• Privacy and confidentiality.

• Information security.

• Remote communication procedures.

No advanced records-management or technical experience is necessary.

Remote Work Requirements

Because this is a fully remote position, candidates should have:

• Reliable high-speed internet.

• A quiet and appropriate workspace.

• Access to approved computer equipment.

• Ability to attend scheduled virtual meetings.

• Reliable access to company communication platforms.

• Ability to work independently during scheduled hours.

• Ability to remain responsive to supervisors and team members.

• Ability to maintain productivity without continuous supervision.

• Willingness to follow company cybersecurity and remote-access policies.

Company equipment may be provided depending on organizational policy.

Performance Expectations

Performance in this role may be measured based on:

• Accuracy of electronic filing.

• Proper use of file naming standards.

• Quality and organization of digital records.

• Timely completion of assignments.

• Ability to locate and retrieve documents efficiently.

• Compliance with filing procedures.

• Ability to identify duplicate or missing records.

• Attendance and dependability.

• Professional communication.

• Compliance with privacy and security requirements.

Compensation and Benefits

Depending on employment status and eligibility, the company may offer:

• Competitive entry-level compensation.

• Fully remote work.

• Paid onboarding and training.

• Full-time and part-time opportunities.

• Flexible scheduling for eligible positions.

• Paid time off.

• Paid company holidays.

• Health, dental, and vision benefits where applicable.

• Professional development opportunities.

• Internal career advancement.

• Company-provided equipment where applicable.

• Ongoing coaching and team support.

Career Growth Opportunities

This position provides valuable experience in digital records, document management, administrative operations, and information organization.

Employees who demonstrate strong performance may have opportunities to advance into positions such as:

• Digital Records Specialist

• Records Management Coordinator

• Document Control Specialist

• Administrative Coordinator

• Records Quality Specialist

• Document Management Associate

• Operations Support Specialist

• Records Team Lead

The skills developed in this position can also provide a foundation for broader careers in administration, business operations, information management, and document control.

Ideal Candidate

You may be a strong candidate for this position if you:

• Enjoy organizing files, documents, and information.

• Prefer structured and clearly defined assignments.

• Have strong attention to detail.

• Are comfortable working on a computer for extended periods.

• Can follow consistent procedures.

• Work effectively without constant supervision.

• Take pride in keeping information organized.

• Are dependable and punctual.

• Communicate professionally.

• Learn new computer systems quickly.

• Can manage deadlines effectively.

• Understand the importance of confidentiality.

This position may be suitable for recent graduates, first-time remote workers, career changers, candidates returning to the workforce, and individuals interested in beginning a career in administrative or records-management work.

Application Process

Interested candidates should submit a current resume and complete the required application.

Selected applicants may be invited to a virtual interview and may complete a brief skills assessment involving digital file organization, attention to detail, basic computer proficiency, or document classification.

Candidates selected for employment will receive additional information regarding onboarding, training, scheduling, equipment, and their expected start date.

Equal Opportunity Statement

We are an equal opportunity employer. Employment decisions are based on qualifications, skills, job-related requirements, and the ability to successfully perform assigned responsibilities.

We are committed to maintaining a professional, respectful, and inclusive remote work environment for all employees.

Remote

Skills:
Administrative Skills, Auditing, Broadband, Business Operations, Cloud Storage, Coaching, Communication Skills, Computer Skills, Corporate Communications, Detail Oriented, Document Control, Document Management, Documentation, Establish Priorities, File Maintenance, File Management, File Systems, Google Apps, Internet Security, Microsoft Excel, Microsoft Word, Onboarding, Operational Support, Operations Management, Organizational Skills, Productivity Management, Records Management, Remote Access, Systems Maintenance, Team Lead/Manager, Time Management, Work From Home, Writing Skills

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