File Clerk📣 Job Ad

About the Role

Recruit Lytixs Hires is seeking a File Clerk to join our team in Medina, Al Madinah, Saudi Arabia. This is a full-time, remote position focused on ensuring digital and scanned records are accurate, organized, searchable, and compliant. The role involves supporting multiple teams by managing document intake, validation, classification, and maintaining an audit-ready trail. This is a high-volume environment where efficiency is valued, with paramount importance placed on accuracy and confidentiality.

Key Responsibilities

• Receive and index files from various sources, including shared inboxes, portals, ticketing tools, and cloud folders.
• Confirm document types, required fields, signatures, and attachments for completeness.
• Apply standardized naming conventions, folder structures, and metadata (client/project ID, date, document category, version, region) for all records.
• Convert document formats as needed, such as merging/splitting PDFs, converting images to PDF, compressing files, and labeling versions.
• Maintain controlled libraries for final, draft, and archived documents, including appropriate retention tags.
• Perform daily quality control checks for duplicates, misfiles, missing pages, and unreadable scans.
• Flag exceptions, routing them to the correct owner with clear notes, and maintain error logs to contribute to process improvements.
• Handle sensitive records with strict access controls and confidentiality, adhering to retention schedules, legal hold instructions, and deletion/archival rules.
• Support audits by efficiently retrieving records and documenting chain-of-custody steps.
• Coordinate with HR, Finance, Operations, Legal, and Customer teams to clarify file requirements and provide status updates on backlog, turnaround time, and processing issues.

Required Qualifications and Skills

• 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, PDF documents, and collaboration tools.

Tools and Technologies

Candidates for this role may utilize a variety of tools and platforms, including:

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

Performance Indicators

Success in this role will be measured by several key indicators, including:

• Accuracy rate, specifically misfile and metadata error rates.
• Turnaround time from document receipt to filing completion.
• Backlog size and daily processing throughput.
• Speed and completeness of audit record retrieval.
• Adherence to compliance standards, including access control and retention tagging.

Application Process

We invite qualified candidates to apply for this full-time File Clerk position with Recruit Lytixs Hires.