Administrative Data Entry File Clerk📣 Job Ad

About the Role

Recruit Lytix HR is seeking a dedicated Administrative Data Entry File Clerk to join its team. This full-time, remote position is based in Medina, Al Madinah, and is open to candidates with 0-1 years of experience. The role is integral to maintaining organized business operations and ensuring the accuracy of administrative records.

Position Summary

The Administrative Data Entry File Clerk will be responsible for maintaining digital files, updating databases, and organizing administrative records. This position requires a strong focus on accuracy and efficiency to support daily operations and contribute to team organization and productivity. The successful candidate will work independently within a remote environment.

Key Responsibilities

• Receive 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 document 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.
• Follow 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, or Customer teams to clarify file requirements.
• Provide status updates on backlog, turnaround time, and issues identified during processing.

Required Skills and Tools

Candidates must demonstrate strong attention to detail, reliability, and a commitment to data accuracy. The ability to work independently in a remote setting is essential. Proficiency with the following tools and systems is expected:

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

Performance Expectations

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

• Achieving a high accuracy rate (low misfile/metadata error rate).
• Maintaining efficient turnaround times from file receipt to completion.
• Managing backlog size effectively and demonstrating consistent daily throughput.
• Ensuring rapid and complete retrieval of records during audits.
• Adhering strictly to compliance standards, including access control and retention tagging.

Application Information

If you are a detail-oriented individual with strong organizational skills and a commitment to data integrity, we encourage you to apply for this position.