File Clerk📣 Job Ad

About the Role of File Clerk

Recruiterlyix is seeking a File Clerk for a full-time position based in Medina, Al Madinah, Saudi Arabia. In this role, you will be responsible for ensuring digital and scanned records are accurate, well-organized, easily searchable, and compliant with established standards. The File Clerk supports multiple teams by managing document intake, validating completeness, applying naming conventions, classifying files, and maintaining an audit-ready trail of all processed records. This position operates in a high-volume environment where speed is important, but accuracy and confidentiality are paramount.

Core Responsibilities

• Receive and validate documents from various sources, including shared inboxes, portals, internal ticketing tools, and cloud folders, confirming document type, required fields, signatures, and attachments.
• Index each record using standard metadata such as client/project ID, date, document category, version, and region.
• Apply standardized naming conventions and folder structures, converting formats when necessary (*, 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 control checks for duplicates, misfiles, missing pages, and unreadable scans.
• Flag exceptions and route them to the correct owner with clear notes, contributing to error logs and process improvements to reduce rework.
• Handle sensitive records with strict access controls and confidentiality, adhering to retention schedules, legal hold instructions, and deletion/archival rules.
• Support audits by quickly 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.

Essential Tools and Platforms

The File Clerk will utilize a range of tools and platforms to perform daily tasks, including:

• Cloud storage solutions such as Google Drive, SharePoint, and Dropbox.
• Document processing tools like Adobe Acrobat or equivalent software.
• Spreadsheet applications.
• Ticketing systems such as Jira, Asana, or ServiceNow.
• E-signature platforms.
• Basic office productivity tools.

Key Performance Indicators

Performance 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 successful filing.
• Management of backlog size and daily throughput.
• Speed and completeness of audit record retrieval.
• Adherence to compliance standards, including access control and retention tagging.

Qualifications and Experience

• 0-1 years of experience in records management, administrative support, clerical work, or document control is preferred.
• 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 management, and collaboration tools.

Application Process

Interested candidates who meet the qualifications are encouraged to apply for this position.