Administrative Records Specialist📣 Job Ad

About the Role

Recruiterlyix is seeking an Administrative Records Specialist to join our team in Al Madinah (Medina). This is a full-time, remote position designed for individuals with 0-1 years of experience. In this role, you will be responsible for ensuring that all digital and scanned records are accurate, well-organized, easily searchable, and fully compliant with internal standards. You will support various departments by managing document intake, validating completeness, applying standardized naming conventions, and maintaining structured filing systems. Your work will establish a clear, audit-ready record of all received, processed, and stored information.

This position operates in a high-volume environment where efficiency is important, but accuracy, consistency, and confidentiality are critical. Your meticulous attention to detail will directly contribute to operational efficiency, compliance, and reliable information access across the organization.

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 to ensure completeness.
• Assign standardized metadata, including client/project ID, date, document type, version, and region, ensuring records are properly indexed for easy retrieval.
• Apply consistent naming conventions and folder structures across all records.
• Convert and prepare files as needed, performing tasks such as PDF merging/splitting, image-to-PDF conversion, compression, and version control.
• Maintain structured document libraries, distinguishing between draft, final, and archived files, and applying retention tags and archival labels in line with internal policies.

Quality Control and Compliance

• 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 and 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 efficiently retrieving records and documenting chain-of-custody steps, ensuring compliance with internal and regulatory record-keeping standards.

Collaboration and Performance Metrics

• 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, supporting cross-functional teams by maintaining accessible and well-organized records.
• Performance will be measured by 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, and compliance with access control and retention policies.

Qualifications and Requirements

• 0-1 years of experience in records management, administrative support, document control, or clerical roles is preferred.
• Strong attention to detail with the ability to consistently follow filing and naming standards.
• Comfortable handling confidential information and adhering to strict procedures.
• Basic computer proficiency, including familiarity with file systems, spreadsheets, PDFs, and collaboration tools.
• Ability to work independently in a remote environment while maintaining accuracy and consistency.

Work Environment

This is a full-time, remote position based in Al Madinah (Medina), offering the flexibility to work independently while collaborating with various internal teams. The role requires a commitment to maintaining high standards of accuracy and confidentiality in a digital records management setting.