Administrative Data Entry File Clerk📣 Job Ad

About the Role

TalentPR is seeking a detail-oriented Administrative Data Entry File Clerk to join our team in Medina, Al Madinah, Saudi Arabia. This full-time role is crucial for maintaining organized business operations and delivering exceptional service. The position focuses on managing records, accurately entering data, and ensuring efficient information flow within a remote work environment.

Key Responsibilities

• Receive and process files from various sources, including shared inboxes, portals, internal ticketing tools, and cloud folders.
• Confirm document types, required fields, signatures, and attachments for all incoming records.
• Index each record 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.
• Convert document formats as needed, including PDF merge/split, image-to-PDF conversion, compressing files, and version labeling.
• Maintain controlled libraries for final, draft, and archived documents, including the application of retention tags.
• Perform daily spot checks to identify duplicates, misfiles, missing pages, and unreadable scans.
• Flag exceptions and route them to the correct owner with clear, concise notes.
• Maintain error logs and contribute to process improvements aimed at reducing rework.
• Handle sensitive records with strict access controls and maintain confidentiality.
• Adhere 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.
• Provide status updates on backlog, turnaround time, and issues identified during processing.

Tools and Systems

The successful candidate may utilize various tools and platforms, including cloud storage solutions (*, Google Drive, SharePoint, Dropbox), document processing tools (*, Adobe Acrobat or equivalents), spreadsheets, ticketing systems (*, Jira, Asana, ServiceNow), e-signature platforms, and basic office productivity tools.

Performance Metrics

Performance in this role will be evaluated based on metrics such as accuracy rate (misfile/metadata error rate), turnaround time from receipt to filing, backlog size and daily throughput, audit retrieval speed and completeness, and compliance adherence (access control, retention tagging).

Qualifications and Experience

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

Application Process

Candidates interested in this full-time Administrative Data Entry File Clerk position are encouraged to apply.