Administrative Data Entry File Clerk📣 Job Ad

About the Role

ProForce HR is seeking a full-time Administrative Data Entry File Clerk to join its team in Medina, Al Madinah. This role is central to maintaining organized business operations and ensuring precise record management. The successful candidate will be responsible for managing digital files, updating databases, and organizing administrative records, thereby supporting daily operations and team productivity.

Key Responsibilities

• Intake and Indexing: Receive files from shared inboxes, portals, internal ticketing tools, and cloud folders. Confirm document types, required fields, signatures, and attachments. Index each record using standard metadata, including client/project ID, date, document category, version, and region.
• Document Organization: Apply standardized naming conventions and folder structures. Convert formats as needed, such as PDF merge/split, image-to-PDF conversion, compressing files, and version labeling. Maintain controlled libraries for final, draft, and archived documents, including retention tags.
• Quality Control: 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. Maintain error logs and contribute to process improvements aimed at reducing rework.
• Records Governance and Compliance: Handle sensitive records with strict access controls and confidentiality. Adhere to retention schedules, legal hold instructions, and deletion/archival rules. Support audits by quickly retrieving records and documenting chain-of-custody steps.
• Collaboration and Communication: Coordinate with various internal teams, including 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 Technologies

The role requires proficiency with various digital tools and platforms to manage and organize information effectively. These may include:

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

Performance Indicators

Success in this position will be evaluated based on several key metrics, ensuring high standards of data management and operational efficiency:

• Accuracy rate, including misfile and metadata error rates
• Turnaround time from file receipt to completion
• Backlog size and daily processing throughput
• Audit retrieval speed and completeness
• Compliance adherence, particularly with access control and retention tagging

Qualifications and Experience

Candidates for this role should demonstrate strong attention to detail, reliability, and a commitment to data accuracy. The ideal candidate will possess:

• 0-1 year of relevant experience.
• Proven ability to manage records and enter data accurately.
• The capacity to work independently and maintain organization, potentially in a remote environment.

Application Process

If you meet the qualifications and are interested in this full-time Administrative Data Entry File Clerk position with ProForce HR in Medina, we encourage you to submit your application.