Administrative Data Entry File Clerk📣 Job Ad

About the Opportunity

Recruiterlyix is seeking a detail-oriented Administrative Data Entry File Clerk to join our team. This full-time position is based in Medina, Al Madinah, and operates in a remote environment. The role is crucial for maintaining organized business operations and delivering exceptional service, suitable for candidates with 0-1 years of experience.

Role Purpose

The Administrative Data Entry File Clerk is responsible for managing records, accurately entering data, and ensuring information is maintained efficiently. This includes maintaining digital files, updating databases, and organizing administrative records. Attention to detail, reliability, and commitment to data accuracy are essential for supporting daily operations and team productivity.

Key Responsibilities

• Receive files from various sources including shared inboxes, portals, internal ticketing tools, and cloud folders.
• Confirm document types, required fields, signatures, and attachments for all incoming records.
• Index each record using standard metadata such as client/project ID, date, document category, version, and region.
• Apply standardized naming conventions and folder structures to ensure consistent organization.
• Convert document formats as needed, including PDF merge/split, image-to-PDF conversion, compressing files, and version labeling.
• Maintain controlled libraries for final, draft, and archived documents, including the application of retention tags.
• Perform daily spot checks to identify duplicates, misfiles, missing pages, and unreadable scans.
• Flag exceptions and route them to the correct owner with clear explanatory notes.
• Maintain error logs and contribute to process improvements aimed at reducing rework.
• Handle sensitive records with strict access controls and maintain confidentiality.
• Follow retention schedules, legal hold instructions, and rules for deletion or archival.
• Support audits by quickly retrieving records 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 identified during processing.

Tools and Technologies

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

Qualifications and Requirements

• 0-1 years of experience in records management, administrative support, clerical work, or document control (preferred).
• 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, PDFs, and collaboration tools.

Application Process

Candidates interested in this full-time Administrative Data Entry File Clerk position are encouraged to apply.