File Clerk📣 Job Ad

About the Role

Re Lytics HR is seeking a File Clerk to join our team in Medina, Al Madinah, Saudi Arabia. This full-time position is suitable for candidates with 0-1 years of experience, focusing on the accurate and organized management of digital and scanned records. The role is critical in maintaining compliance and ensuring information is readily accessible across various departments.

Role Overview

As a Remote File Clerk, you will be responsible for ensuring that all digital and scanned records are accurate, well-organized, easily searchable, and fully compliant with established standards. You will provide essential support to multiple teams by managing the entire document lifecycle, from receipt and validation to classification and archival. This role operates in a high-volume environment where efficiency is valued, but accuracy and confidentiality are paramount.

Key Responsibilities

• Receive and process files from various sources, including shared inboxes, portals, internal ticketing tools, and cloud folders.
• Confirm document types, required fields, signatures, and attachments for completeness and accuracy.
• 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 consistent organization.
• Convert document formats as needed, including PDF merging/splitting, image-to-PDF conversion, compressing files, and applying version labels.
• Maintain controlled libraries for final, draft, and archived documents, including the application of retention tags.
• Perform daily spot checks to identify duplicates, misfiles, missing pages, and unreadable scans.
• Flag exceptions and route them to the appropriate owner with clear, concise notes.
• Maintain error logs and contribute to process improvements aimed at reducing rework.
• Handle sensitive records with strict access controls and ensure confidentiality.
• Adhere to retention schedules, legal hold instructions, and established deletion/archival rules.
• Support audits by quickly retrieving requested 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 times, and any issues encountered during processing.

Required Tools and Qualifications

Candidates for this position should possess 0-1 years of relevant experience. Proficiency with various digital tools is essential for success in this role. These include:

• Cloud storage platforms (*, Google Drive, SharePoint, Dropbox).
• Document management tools (*, Adobe Acrobat or equivalents).
• Spreadsheet software for data organization.
• Ticketing systems (*, Jira, Asana, ServiceNow).
• E-signature platforms.
• Basic office productivity tools.

Performance Metrics

Success in this role will be evaluated based on several key performance indicators, including:

• Accuracy rate, measured by misfile and metadata error rates.
• Turnaround time from document receipt to final filing.
• Management of backlog size and daily throughput.
• Speed and completeness of audit record retrieval.
• Adherence to compliance standards, including access control and retention tagging.

Work Environment and Application

This full-time position is based in Medina, Al Madinah, Saudi Arabia. The role involves working remotely and collaborating with various internal teams to ensure efficient document management. Salary for this position will be discussed during the interview process. Interested candidates are encouraged to apply.