Administrative Records Specialist📣 Job Ad

About the Administrative Records Specialist Role

Re Lytics HR is seeking a full-time Administrative Records Specialist to join our team in Medina, Al Madinah, Saudi Arabia. This role is designed for individuals with 0-1 years of experience, focusing on ensuring the accuracy, organization, and compliance of digital and scanned records. The specialist will manage document intake, validate completeness, apply naming conventions, and maintain structured filing systems to support various departments.

Core Purpose and Operational Impact

The Administrative Records Specialist operates within a high-volume environment where efficiency is important, and accuracy, consistency, and confidentiality are critical. This position directly contributes to operational efficiency, compliance, and reliable information access across the organization by creating clear, audit-ready records of all received and processed documents.

Key Responsibilities

• Receive and process documents from various sources, including shared inboxes, portals, ticketing systems, and cloud storage platforms.
• Verify document types, required fields, signatures, and supporting attachments, assigning standardized metadata for easy retrieval.
• Apply consistent naming conventions and folder structures, converting and preparing files as needed (*, PDF merging/splitting, image-to-PDF).
• Maintain structured document libraries, distinguishing between draft, final, and archived files, and applying appropriate retention tags.
• Conduct regular audits to identify discrepancies such as duplicates, misfiled records, missing pages, or unreadable files, routing issues to stakeholders.
• Handle sensitive and confidential information in accordance with access control policies and follow retention schedules and legal hold requirements.
• Support internal and external audits by efficiently retrieving records and documenting chain-of-custody steps.
• Collaborate with various internal teams, including HR, Finance, Operations, Legal, and Customer Support, to clarify document requirements and provide status updates.

Records Governance and Quality Assurance

This role is central to maintaining the integrity and compliance of all organizational records. The specialist will ensure data accuracy and consistency across all stored records, contributing to process improvements to minimize rework. Adherence to internal and regulatory record-keeping standards is paramount, including managing deletion and archiving procedures.

Required Skills and Attributes

• Strong attention to detail to ensure accuracy and consistency in record management.
• Ability to operate efficiently in a high-volume environment while maintaining high standards of quality.
• Understanding of data accuracy, consistency, and confidentiality principles.
• Effective communication skills for clarifying requirements and providing updates to various teams.
• Proficiency in managing digital documents and utilizing various platforms for intake and storage.

Experience and Work Environment

Candidates should possess 0-1 years of relevant experience in administrative support or records management. This full-time position is based in Medina, Al Madinah, Saudi Arabia, and requires a commitment to maintaining accessible and well-organized records across cross-functional teams.