Administrative Records Specialist📣 Job Ad

About the Role

ReLytics is seeking a Remote Administrative Records Specialist to join our team. Based in Medina, Al Madinah, Saudi Arabia, this full-time role is ideal for individuals with 0-1 years of experience in administrative support or records management. The specialist will be responsible for ensuring that all digital and scanned records are accurate, well-organized, easily searchable, and fully compliant with internal standards. This position plays a critical role in supporting various departments by managing document intake, validating completeness, applying standardized naming conventions, and maintaining structured filing systems.

Key Responsibilities

• Receive and process documents from various sources, including shared inboxes, portals, ticketing systems, and cloud storage platforms.
• Verify document types, required fields, signatures, and supporting attachments to ensure completeness.
• Assign standardized metadata such as client/project ID, date, document type, version, and region for easy retrieval.
• Apply consistent naming conventions and folder structures across all records, converting and preparing files as needed (*, PDF merging/splitting, image-to-PDF, compression, version control).
• Maintain structured document libraries, clearly distinguishing between draft, final, and archived files, and applying appropriate retention tags and archival labels.
• Conduct regular audits to identify and resolve discrepancies such as duplicates, misfiled records, missing pages, or unreadable files, routing issues to stakeholders with clear documentation.
• Maintain error logs and contribute to process improvements aimed at reducing rework and ensuring data accuracy and consistency.
• Handle sensitive and confidential information in strict accordance with access control policies, retention schedules, legal hold requirements, and deletion/archiving procedures.
• Support internal and external audits by efficiently retrieving records and documenting chain-of-custody steps, ensuring compliance with regulatory standards.
• Collaborate with various teams, including HR, Finance, Operations, Legal, and Customer Support, to clarify document requirements and provide updates on processing status and backlog levels.

Performance Metrics

• Accuracy rate, measured by low misfile and metadata error rates.
• Processing turnaround time from document receipt to final filing.
• Effective backlog management and daily throughput.
• Speed and completeness of audit retrievals.
• Compliance with access control and retention policies.

Required Qualifications

• Experience in records management, administrative support, document control, or clerical roles is preferred.
• Strong attention to detail and 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, PDF software, and collaboration tools.
• Ability to work independently in a remote environment while maintaining high levels of accuracy and consistency.

Work Environment

This is a full-time remote position operating in a high-volume environment. While efficiency is important, the role critically demands exceptional accuracy, consistency, and strict adherence to confidentiality protocols. Your meticulous attention to detail will directly contribute to operational efficiency, compliance, and reliable information access across the organization.

Application Process

Interested candidates are encouraged to apply. We look forward to reviewing your qualifications.