File Clerk📣 Job Ad

About the Role

Re Lytics Hire is seeking a dedicated File Clerk to join our team in a full-time, remote capacity. Based in Medina, Al Madinah, Saudi Arabia, this role is crucial for maintaining the accuracy, organization, searchability, and compliance of digital and scanned records. The File Clerk will operate in a high-volume environment where efficiency is valued, but accuracy and confidentiality are paramount.

Key Responsibilities

• Receive and index files from various sources, including shared inboxes, portals, internal ticketing tools, and cloud folders. This involves confirming document types, required fields, signatures, and attachments, then indexing each record with standard metadata such as client/project ID, date, document category, version, and region.
• Organize documents by applying standardized naming conventions and folder structures. Convert file 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 retention tags.
• Perform daily quality control checks to identify duplicates, misfiles, missing pages, and unreadable scans. Flag exceptions and route them to the appropriate owner with clear notes, maintain error logs, and contribute to process improvements to reduce rework.
• Ensure records governance and compliance by handling sensitive records with strict access controls and confidentiality. Adhere to retention schedules, legal hold instructions, and deletion/archival rules. Support audits by promptly retrieving records and documenting chain-of-custody steps.
• Collaborate and communicate with various internal teams, including HR, Finance, Operations, Legal, and Customer teams, to clarify file requirements. Provide regular status updates on backlog, turnaround times, and any issues encountered during processing.

Required Qualifications and Experience

• 0-1 years of experience in records management, administrative support, clerical work, or document control is preferred.
• Demonstrated strong attention to detail and the ability to consistently follow naming and filing rules.
• Comfortable handling confidential information and adhering to strict procedural guidelines.
• Basic computer proficiency, including familiarity with file systems, spreadsheets, PDF documents, and collaboration tools.

Tools and Technologies

The role involves working with various digital tools and platforms. These may include cloud storage solutions such as Google Drive, SharePoint, or Dropbox; document management tools like Adobe Acrobat or equivalents; spreadsheet applications; ticketing systems such as Jira, Asana, or ServiceNow; e-signature platforms; and other basic office productivity tools.

Performance and Compliance Expectations

Success in this role is measured by a high accuracy rate in filing and metadata, efficient turnaround times from document receipt to filing, effective management of backlog size, and consistent daily throughput. The File Clerk is expected to ensure rapid and complete audit retrievals and maintain strict compliance with access controls and retention tagging protocols.

Work Environment

This is a full-time, remote position that requires a proactive approach to managing a high volume of digital and scanned records. The File Clerk will be an integral part of supporting multiple teams, ensuring that critical information is always accessible, secure, and compliant with internal and external regulations.