Administrative Records Specialist📣 إعلان

About the Administrative Records Specialist Role

ReLyticx HR is seeking an Administrative Records Specialist for a full-time position in Medina. This role is crucial for ensuring the accuracy, organization, and accessibility of digital and scanned records across multiple departments. The specialist will maintain compliance with internal standards and contribute to efficient operations by creating a clear, audit-ready documentation trail.

Core Responsibilities

The primary responsibilities of this role involve meticulous management of incoming documents and the organization of existing records. This includes handling document intake from various sources, verifying completeness and accuracy, and applying standardized indexing and naming conventions. The specialist will also be responsible for maintaining structured filing systems and ensuring that all records are properly categorized and stored according to internal policies.

• Processing documents received via shared inboxes, portals, ticketing systems, and cloud storage.
• Validating document types, required fields, signatures, and supporting attachments.
• Assigning standardized metadata such as client/project ID, date, document type, version, and region.
• Ensuring records are correctly indexed for efficient retrieval.
• Applying consistent naming conventions and folder structures across all records.
• Converting and preparing files as needed, including PDF merging/splitting and image-to-PDF conversion.
• Maintaining structured document libraries, differentiating between draft, final, and archived files.
• Applying retention tags and archival labels in line with internal policies.

Quality Assurance and Compliance

A significant aspect of this role involves ensuring the integrity and compliance of all records. This includes conducting regular quality control checks to identify and rectify any discrepancies, such as duplicates, misfiled records, or missing information. The specialist will also manage sensitive and confidential information according to strict access control policies and adhere to retention schedules and legal hold requirements. Supporting audits by efficiently retrieving records and documenting chain-of-custody steps is also a key function.

• Performing regular audits to detect duplicates, misfiled records, missing pages, or unreadable files.
• Flagging discrepancies and routing issues to the appropriate stakeholders with clear documentation.
• Maintaining error logs and contributing to process improvements to minimize rework.
• Handling sensitive and confidential information in accordance with access control policies.
• Adhering to retention schedules, legal hold requirements, and deletion/archiving procedures.
• Ensuring compliance with internal and regulatory record-keeping standards.

Collaboration and Communication

Effective collaboration and communication are essential for this role. The Administrative Records Specialist will work closely with various departments, including HR, Finance, Operations, Legal, and Customer Support, to clarify document requirements and resolve any issues. Providing timely updates on processing status, backlog levels, and turnaround times is expected. Clear communication regarding any problems, delays, or discrepancies is vital to maintaining smooth operations.

• Collaborating with teams such as HR, Finance, Operations, Legal, and Customer Support.
• Providing updates on processing status, backlog levels, and turnaround times.
• Communicating clearly when issues, delays, or discrepancies arise.
• Supporting cross-functional teams by maintaining accessible and well-organized records.

Qualifications and Experience

Candidates for this position should possess a strong attention to detail and the ability to consistently follow filing and naming standards. Experience in records management, administrative support, document control, or clerical roles is preferred. Proficiency in basic computer operations, including file systems, spreadsheets, PDFs, and collaboration tools, is required. The ability to handle confidential information securely and adhere to strict procedures is paramount. This role requires the capacity to work independently in a remote environment while maintaining high levels of accuracy and consistency.

• Experience in records management, administrative support, document control, or clerical roles (preferred).
• Strong attention to detail with the ability to follow filing and naming standards consistently.
• Comfort handling confidential information and adhering to strict procedures.
• Basic computer proficiency including file systems, spreadsheets, PDFs, and collaboration tools.
• Ability to work independently in a remote environment while maintaining accuracy and consistency.

Work Environment and Type

This is a full-time, remote position based in Medina. The role operates in a high-volume environment where efficiency, accuracy, consistency, and confidentiality are critical. The specialist's work directly supports operational efficiency, compliance, and reliable information access across the organization.