File Clerk📣 Job Ad

About the Role

Recruitlytics Hiring is seeking a File Clerk to manage digital and scanned records. This is a full-time, remote position based in Medina, Al Madinah, Saudi Arabia, requiring 0-1 years of experience. The role focuses on ensuring records are accurate, organized, searchable, and compliant with established standards, supporting multiple teams in a high-volume environment where accuracy and confidentiality are paramount.

Core Responsibilities

• Receive files from various sources, including shared inboxes, portals, internal ticketing tools, and cloud folders.
• Confirm document type, required fields, signatures, and attachments, validating completeness.
• 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 classify files into correct repositories.
• Convert document formats as needed, including PDF merging/splitting, image-to-PDF conversion, compressing, and version labeling.

Document Governance and Quality Control

• Maintain controlled libraries (final vs. draft vs. archived), including applying retention tags.
• Perform daily spot checks for duplicates, misfiles, missing pages, and unreadable scans.
• Flag exceptions and route them to the correct owner with clear notes for resolution.
• Maintain error logs and contribute to process improvements aimed at reducing rework.
• Handle sensitive records with strict access controls and ensure confidentiality.
• Follow retention schedules, legal hold instructions, and deletion/archival rules.
• Support audits by quickly pulling records and documenting chain-of-custody steps.

Collaboration and Tools

The File Clerk will coordinate with various internal teams, including HR, Finance, Operations, Legal, and Customer teams, to clarify file requirements. This role involves providing status updates on backlog, turnaround time, and issues found during processing. Tools that may be used include cloud storage platforms (*, 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.

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 experience with file systems, spreadsheets, PDF documents, and collaboration tools.

Work Environment

This is a full-time, remote position, allowing the successful candidate to work from Medina, Al Madinah, Saudi Arabia. The role requires maintaining an audit-ready trail of processed documents and a consistent commitment to accuracy and confidentiality.