Administrative Data Entry File Clerk📣 Job Ad

About the Role

Recruitlytic Hiring is seeking a Administrative Data Entry File Clerk to join its team in Medina, Al Madinah, Saudi Arabia. This full-time role is suitable for individuals with 0-1 years of experience who excel at managing records, accurately entering data, and working independently in a remote environment.

The primary focus of this position is to maintain digital files, update databases, organize administrative records, and ensure information is entered accurately and efficiently. The successful candidate's attention to detail, reliability, and commitment to data accuracy will support daily operations and contribute to team organization and productivity.

Key Responsibilities

• Intake and Indexing: Receive files from shared inboxes, portals, internal ticketing tools, and cloud folders. Confirm document types, required fields, signatures, and attachments, then index each record using standard metadata such as client/project ID, date, document category, version, and region.
• Document Organization: Apply standardized naming conventions and folder structures. Convert formats when necessary (*, PDF merge/split, image-to-PDF, compressing, version labeling). Maintain controlled libraries for final, draft, and archived documents, including appropriate retention tags.
• Quality Control: Perform daily spot checks to identify 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 aimed at reducing rework.
• Records Governance and Compliance: Handle sensitive records with strict access controls and confidentiality. Follow established retention schedules, legal hold instructions, and deletion/archival rules. Support audits by quickly retrieving records and documenting chain-of-custody steps.
• Collaboration and Communication: Coordinate with HR, Finance, Operations, Legal, or Customer teams to clarify file requirements. Provide status updates on backlog, turnaround time, and any issues identified during processing.

Tools and Technologies

The role involves utilizing various digital tools and platforms, including:

• Cloud storage solutions (*, Google Drive, SharePoint, Dropbox)
• Document management tools (*, Adobe Acrobat or equivalents)
• Spreadsheet applications
• Ticketing systems (*, Jira, Asana, ServiceNow)
• E-signature platforms
• Basic office productivity software

Performance Indicators

Success in this role will be measured by key performance indicators such as:

• Accuracy rate (*, misfile or metadata error rate)
• Turnaround time from file receipt to completion
• Backlog size and daily processing throughput
• Audit retrieval speed and completeness
• Adherence to compliance standards (*, access control, retention tagging)

Qualifications and Experience

• Experience in records management, administrative support, clerical work, or document control is preferred.
• Demonstrated strong attention to detail and ability to consistently follow naming and filing rules.
• Comfortable handling confidential information and adhering to strict procedures.
• Basic computer proficiency, including familiarity with file systems, spreadsheets, PDF documents, and collaboration tools.

Work Environment

This is a full-time position operating in a remote work environment. The role requires the ability to work independently while collaborating with various internal teams to ensure efficient and accurate record management.