Administrative Data Entry File Clerk📣 Job Ad

About the Role

CareerForge is seeking a detail-oriented Administrative Data Entry File Clerk to join its team in Medina, Al Madinah. This full-time role focuses on maintaining organized business operations through accurate record management and efficient data entry. The position requires working independently in a remote environment.

Key Responsibilities

The Administrative Data Entry File Clerk will be responsible for maintaining digital files, updating databases, and organizing administrative records. This includes ensuring information is entered accurately and efficiently to support daily operations and team organization.

• Receive files from shared inboxes, portals, internal ticketing tools, and cloud folders.
• Confirm document type, required fields, signatures, and attachments.
• Index each record using standard metadata (client/project ID, date, document category, version, region).
• Apply standardized naming conventions and folder structures.
• Convert formats when needed (PDF merge/split, image-to-PDF, compressing, version labeling).
• Maintain controlled libraries (final vs draft vs archived), including retention tags.
• Perform daily spot checks for 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 that reduce rework.
• Handle sensitive records with strict access controls and confidentiality.
• Follow retention schedules, legal hold instructions, and deletion/archival rules.
• Support audits by pulling records quickly and documenting chain-of-custody steps.
• Coordinate with HR, Finance, Operations, Legal, or Customer teams to clarify file requirements.
• Provide status updates on backlog, turnaround time, and issues found during processing.

Tools and Systems

The role involves using various tools and systems for document management and data entry. These may include cloud storage platforms such as Google Drive, SharePoint, or Dropbox, along with document tools like Adobe Acrobat or equivalents. Experience with spreadsheets, ticketing systems (Jira, Asana, ServiceNow), e-signature platforms, and basic office productivity tools is beneficial.

Performance Metrics

Success in this role will be measured by several key indicators, including accuracy rate (misfile/metadata error rate), turnaround time from receipt to filed, backlog size and daily throughput, audit retrieval speed and completeness, and compliance adherence (access control, retention tagging).

Candidate Profile

The ideal candidate will demonstrate strong attention to detail, reliability, and a commitment to data accuracy. The ability to manage records effectively and work independently in a remote setting is essential for this position.