Administrative Data Entry File Clerk📣 Job Ad

About the Administrative Data Entry File Clerk Role

Recruit Lytixs Hiring is seeking a detail-oriented Administrative Data Entry File Clerk to join our team in Medina. This full-time position requires a commitment to accuracy and organization to support our daily business operations. The ideal candidate will be reliable and capable of working independently in a remote environment, contributing to the efficiency and order of our record-keeping processes.

Key Responsibilities

In this role, you will be responsible for a range of tasks focused on maintaining and organizing company records. Your primary duties will include:

• Receiving and processing files from various digital sources, including shared inboxes, portals, and cloud folders.
• Verifying document types, required fields, signatures, and attachments to ensure completeness.
• Indexing each record with standard metadata such as client/project ID, date, document category, version, and region.
• Applying standardized naming conventions and folder structures for efficient document organization.
• Converting file formats as needed, including merging/splitting PDFs, converting images to PDF, compressing files, and labeling versions.
• Maintaining controlled libraries, differentiating between final, draft, and archived documents, and applying retention tags.
• Conducting daily spot checks to identify and address duplicates, misfiles, missing pages, and unreadable scans.
• Flagging exceptions and routing them to the appropriate owner with clear explanatory notes.
• Maintaining error logs and contributing to process improvements aimed at reducing rework.
• Handling sensitive records with strict adherence to access controls and confidentiality protocols.
• Following established retention schedules, legal hold instructions, and deletion/archival rules.
• Supporting audits by quickly retrieving records and documenting chain-of-custody steps.
• Collaborating with internal teams such as HR, Finance, Operations, Legal, and Customer Service to clarify file requirements.
• Providing status updates on backlog, turnaround times, and any issues encountered during processing.

Tools and Technologies

You will utilize a range of standard office and document management tools, which may include:

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

Qualifications and Experience

To be successful in this role, candidates should possess the following qualifications:

• Experience in records management, administrative support, clerical work, or document control is preferred.
• A strong attention to detail is essential, with the ability to consistently follow naming and filing rules.
• Comfort in handling confidential information and adhering to strict procedures.
• Basic computer proficiency, including familiarity with file systems, spreadsheets, PDFs, and collaboration tools.
• An experience level of 0-1 years is required.

Work Environment and Type

This is a full-time, remote position based in Al Madinah, Saudi Arabia, specifically in the city of Medina. The role is designed for individuals who can manage their workload effectively and maintain productivity in a remote setting.