File Clerk📣 Job Ad

About the Role

ReLyticx HR is seeking a File Clerk to join our team in Medina, Al Madinah. This full-time position requires 0-1 years of experience and focuses on maintaining the accuracy, organization, and accessibility of digital and scanned records. The role operates in a high-volume environment where speed is important, but accuracy and confidentiality are paramount.

Key Responsibilities

• Receive and process files from various sources including shared inboxes, portals, ticketing tools, and cloud folders.
• Validate document completeness, required fields, signatures, and attachments.
• Index records 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.
• Perform format conversions as needed, including PDF merging/splitting, image-to-PDF conversion, compression, and version labeling.
• Maintain controlled libraries, differentiating between final, draft, and archived documents, and applying retention tags.
• Conduct daily quality control checks for duplicates, misfiles, missing pages, and unreadable scans.
• Flag exceptions and route them to the appropriate owners with clear documentation.
• Maintain error logs and contribute to process improvements aimed at reducing rework.
• Handle sensitive records with strict adherence to access controls and confidentiality protocols.
• Follow established retention schedules, legal hold instructions, and deletion/archival rules.
• Support audits by efficiently retrieving records and documenting chain-of-custody steps.
• Collaborate with HR, Finance, Operations, Legal, or Customer teams to clarify file requirements.
• Provide status updates on backlog, turnaround times, and any issues encountered during processing.

Tools and Technologies

You may utilize a range of tools in this role, including cloud storage platforms (*, Google Drive, SharePoint, Dropbox), document management software (*, Adobe Acrobat), spreadsheets, ticketing systems (*, Jira, Asana, ServiceNow), e-signature platforms, and basic office productivity suites.

Qualifications and Experience

• Experience in records management, administrative support, clerical work, or document control is preferred.
• A strong attention to detail is essential, with the ability to consistently follow naming and filing rules.
• Comfort in handling confidential information and adhering to strict procedures is required.
• Basic computer proficiency, including familiarity with file systems, spreadsheets, PDFs, and collaboration tools.

Work Environment and Expectations

This is a full-time position based in Medina, Al Madinah. The role requires meticulous organization and a commitment to maintaining data integrity within a fast-paced environment. Success will be measured by accuracy rates, turnaround times, backlog management, and compliance adherence.