File Clerk📣 Job Ad

About the Role

Re Cruit Lytics HR is seeking a full-time File Clerk to join its team in Medina, Al Madinah, Saudi Arabia. This role is designed for individuals with 0-1 years of experience and is central to maintaining the accuracy, organization, and compliance of digital and scanned records across various functions.

Role Overview and Environment

As a File Clerk, you will provide essential support to multiple teams by managing the intake, validation, classification, and maintenance of critical documents. This position operates within a high-volume environment where efficient processing is important, but unwavering accuracy and strict confidentiality are paramount to success.

Key Responsibilities

• Receive and process files from various sources, including shared inboxes, portals, internal ticketing tools, and cloud folders.
• Confirm document type, 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, compression, and version labeling.
• Maintain controlled document libraries, distinguishing between final, draft, and archived versions, and applying appropriate 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 notes, contributing to error logs and process improvement initiatives.

Records Governance and Compliance

• Handle sensitive records with strict adherence to established access controls and confidentiality protocols.
• Ensure compliance with retention schedules, legal hold instructions, and document deletion/archival rules.
• Support internal and external audits by efficiently retrieving requested records and accurately documenting chain-of-custody steps.

Collaboration and Communication

The File Clerk will coordinate with various departments, including HR, Finance, Operations, Legal, and Customer teams, to clarify file requirements and ensure seamless document flow. This includes providing regular status updates on backlogs, turnaround times, and any issues identified during processing.

Required Experience

Candidates should possess 0-1 years of experience in a related administrative, data entry, or records management role. A foundational understanding of digital filing systems and data confidentiality practices is essential for this position.