Administrative Records Specialist📣 إعلان

About the Role

Talenticlix is seeking a Remote Administrative Records Specialist to join our team in Medina, Al Madinah, Saudi Arabia. This full-time role is crucial for ensuring that all digital and scanned records are accurate, well-organized, easily searchable, and fully compliant with internal standards. The specialist will support various departments by managing document intake, validating completeness, applying standardized naming conventions, and maintaining structured filing systems. This position operates in a high-volume environment where efficiency is important, with critical emphasis on accuracy, consistency, and confidentiality.

Key Responsibilities

• Receive and process documents from shared inboxes, portals, ticketing systems, and cloud storage platforms.
• Verify document types, required fields, signatures, and supporting attachments for completeness.
• Assign standardized metadata, including client/project ID, date, document type, version, and region, for easy retrieval.
• Apply consistent naming conventions and folder structures across all records.
• Convert and prepare files as needed, including PDF merging/splitting, image-to-PDF conversion, compression, and version control.
• Maintain structured document libraries, distinguishing between draft, final, and archived files.
• Apply retention tags and archival labels in line with internal policies.

Records Governance and Quality Assurance

• Conduct regular audits to identify duplicates, misfiled records, missing pages, or unreadable files.
• Flag discrepancies and route issues to appropriate stakeholders with clear documentation.
• Maintain error logs and contribute to process improvements to reduce rework.
• Ensure data accuracy and consistency across all stored records.
• Handle sensitive and confidential information in accordance with access control policies.
• Follow retention schedules, legal hold requirements, and deletion/archiving procedures.
• Support audits by retrieving records efficiently and documenting chain-of-custody steps.
• Ensure compliance with internal and regulatory record-keeping standards.

Collaboration and Communication

• Work with teams such as HR, Finance, Operations, Legal, and Customer Support to clarify document requirements.
• Provide updates on processing status, backlog levels, and turnaround times.
• Communicate clearly when issues, delays, or discrepancies arise.
• Support cross-functional teams by maintaining accessible and well-organized records.

Required Qualifications and Experience

• Experience: 0-1 years 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.
• Comfortable 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.

Performance Indicators

• Accuracy rate (low misfile and metadata error rates).
• Processing turnaround time from receipt to filing.
• Backlog management and daily throughput.
• Speed and completeness of audit retrievals.
• Compliance with access control and retention policies.