File Clerk📣 Job Ad

About the Role

Talenticlix is seeking a File Clerk for a full-time, remote position based in Al Madinah. This role is responsible for ensuring digital and scanned records are accurate, organized, searchable, and compliant. The File Clerk will support various teams by receiving, validating, classifying, and maintaining a clear audit trail for all documents. This position operates in a high-volume environment where precision and confidentiality are critical.

Core Responsibilities

• Receive files from various sources including shared inboxes, portals, internal ticketing tools, and cloud folders.
• Confirm document types, required fields, signatures, and attachments for 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 maintain organization.
• Convert document formats as needed, including PDF merge/split, image-to-PDF conversion, compression, and version labeling.
• Maintain controlled libraries for final, draft, and archived documents, including 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 explanatory notes.
• Maintain error logs and contribute to process improvements aimed at reducing rework.

Records Governance and Collaboration

• Handle sensitive records with strict access controls and maintain confidentiality.
• Adhere to retention schedules, legal hold instructions, and deletion/archival rules.
• Support audits by quickly retrieving records and documenting chain-of-custody steps.
• Coordinate with HR, Finance, Operations, Legal, and Customer teams to clarify file requirements.
• Provide status updates on backlog, turnaround time, and issues encountered during processing.

Tools and Systems

The File Clerk will utilize various tools including cloud storage platforms (*, Google Drive, SharePoint, Dropbox), document management tools (*, Adobe Acrobat or equivalents), spreadsheets, ticketing systems (*, Jira, Asana, ServiceNow), e-signature platforms, and basic office productivity applications.

Performance Indicators

• Accuracy rate, measured by misfile and metadata error rates.
• Turnaround time from document receipt to filing completion.
• Backlog size and daily processing throughput.
• Audit retrieval speed and completeness of requested records.
• Adherence to compliance standards, including access control and retention tagging.

Experience and Work Context

Candidates should possess 0-1 years of relevant experience. This full-time role requires a strong commitment to accuracy and confidentiality in a fast-paced, high-volume digital environment.