Administrative Records Specialist📣 Job Ad

About the Role

Recruit Lytixs Hires is seeking an Administrative Records Specialist to join our team. This full-time, remote position, based in Medina, Al Madinah, Saudi Arabia, is crucial for ensuring that all digital and scanned records are accurate, well-organized, easily searchable, and fully compliant with internal standards. The specialist will support multiple departments by managing document intake, validating completeness, applying standardized naming conventions, and maintaining structured filing systems. This role operates in a high-volume environment where efficiency is important, but accuracy, consistency, and confidentiality are critical.

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 for completeness.
• Assign standardized metadata such as client/project ID, date, document type, version, and region.
• Ensure all records are properly indexed for efficient retrieval.
• Apply consistent naming conventions and folder structures across all records.
• Convert and prepare files as needed, including PDF merging/splitting, image-to-PDF conversion, compression, and version control.
• Maintain structured document libraries, distinguishing between draft, final, and archived files.
• Apply retention tags and archival labels in line with internal policies.

Quality Control and Records Governance

• Conduct regular audits to identify duplicates, misfiled records, missing pages, or unreadable files.
• Flag discrepancies and route issues to appropriate stakeholders with clear documentation.
• Maintain error logs and contribute to process improvements to reduce rework.
• Ensure data accuracy and consistency across all stored records.
• Handle sensitive and confidential information in accordance with access control policies.
• Follow retention schedules, legal hold requirements, and deletion/archiving procedures.
• Support audits by efficiently retrieving records and documenting chain-of-custody steps.
• Ensure compliance with internal and regulatory record-keeping standards.

Collaboration and Performance Indicators

The Administrative Records Specialist will collaborate with various internal teams, including HR, Finance, Operations, Legal, and Customer Support, to clarify document requirements. This involves providing updates on processing status, backlog levels, and turnaround times, and communicating clearly when issues, delays, or discrepancies arise. The role supports cross-functional teams by maintaining accessible and well-organized records.

Key performance indicators for this role include:

• Achieving high accuracy rates (low misfile and metadata error rates).
• Efficient processing turnaround time from receipt to filing.
• Effective backlog management and consistent daily throughput.
• Speed and completeness of audit retrievals.
• Full compliance with access control and retention policies.

Qualifications and Experience

• Experience in records management, administrative support, document control, or clerical roles is preferred (0-1 years).
• Strong attention to detail with the ability to consistently follow filing and naming standards.
• Comfortable handling confidential information and adhering to strict procedures.
• Basic computer proficiency, including familiarity with file systems, spreadsheets, PDF tools, and collaboration platforms.
• Ability to work independently in a remote environment while maintaining accuracy and consistency.

Work Setting

This is a full-time, remote position, allowing the specialist to work from a home office. The role supports operations for a company based in Medina, Al Madinah, Saudi Arabia, and requires self-discipline and effective time management to ensure consistent output and adherence to organizational standards.