File Clerk📣 Job Ad

About the Role

Recruitlytic Hiring is seeking a File Clerk to join our team in Medina, Al Madinah, Saudi Arabia. This full-time position is responsible for the meticulous maintenance of digital and scanned records, ensuring they are accurate, organized, searchable, and compliant with established standards. The role operates in a high-volume environment where precision and confidentiality are paramount.

Role Purpose and Contribution

The File Clerk supports various teams by managing the complete document lifecycle, from intake and validation to classification and archival. This includes applying consistent naming conventions and maintaining an audit-ready trail that documents when records were received, processed, and their current location. The position is critical for ensuring data integrity and accessibility across the organization.

Key Responsibilities

• Receive and index files from various sources, including shared inboxes, portals, internal ticketing tools, and cloud folders.
• Confirm document types, required fields, signatures, and attachments, then index records using standard metadata (*, client/project ID, date, document category, version, region).
• Apply standardized naming conventions and folder structures, converting formats as needed (*, PDF merge/split, image-to-PDF, compressing, version labeling).
• Maintain controlled libraries for final, draft, and archived documents, including the application of retention tags.
• Perform daily quality checks for duplicates, misfiles, missing pages, and unreadable scans, flagging exceptions and routing them to the correct owner with clear notes.
• Maintain error logs and contribute to process improvements aimed at reducing rework.
• 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.

Qualifications and Experience

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

Essential Skills and Attributes

• Strong attention to detail and the 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.

Work Environment

This is a full-time position based in Medina, Al Madinah, Saudi Arabia. The salary for this role will be discussed during the interview process.