Administrative Data Entry File Clerk

Overview

This role is suited to someone who is highly organized, accurate, and comfortable handling administrative records in a remote setting. The position focuses on keeping digital files in order, updating records and databases, and supporting day-to-day operations through reliable clerical and data management work.

Key Responsibilities

• Collect incoming files from shared inboxes, portals, internal ticketing systems, and cloud-based folders.
• Check each document for the correct type, required details, signatures, and attached supporting items.
• Assign standardized metadata such as client or project ID, date, document category, version, and region.
• Use approved naming rules and folder structures to keep records consistently organized.
• Reformat documents when needed, including merging or splitting PDFs, converting images to PDF, compressing files, and labelling versions.
• Maintain organized libraries for final, draft, and archived documents, including proper retention tags.
• Carry out daily checks for duplicates, incorrect filing, missing pages, and low-quality or unreadable scans.
• Identify exceptions and send them to the right owner with clear explanatory notes.
• Keep error logs and support process improvements that reduce repeat work.
• Protect sensitive records by following strict access rules and confidentiality requirements.
• Apply retention timelines, legal hold instructions, and deletion or archiving rules correctly.
• Assist with audits by locating records quickly and documenting chain-of-custody steps.
• Work with HR, Finance, Operations, Legal, and Customer teams to confirm file requirements.
• Share updates on backlog levels, turnaround times, and any issues found during processing.

Tools and Working Methods

You may work with cloud storage platforms such as Google Drive, SharePoint, or Dropbox; document tools such as Adobe Acrobat or similar software; spreadsheets; ticketing platforms like Jira, Asana, or ServiceNow; e-signature tools; and standard office productivity applications.

Performance Measures

• Accuracy rate, including misfile and metadata error levels.
• Speed from document receipt to final filing.
• Backlog volume and daily output.
• Retrieval speed and completeness during audits.
• Compliance with access control and retention tagging rules.

Qualifications

Prior experience in records management, administrative support, clerical work, or document control is preferred. The ideal candidate should be very detail-oriented, able to follow filing and naming rules consistently, and comfortable working with confidential information under strict procedures. Basic computer skills are required, including use of file systems, spreadsheets, PDFs, and collaboration tools.

Additional Information

This is a remote full-time position based in Medina, Al Madinah, Saudi Arabia. The role is focused on maintaining organized business operations and supporting a team that values accuracy, reliability, and efficient handling of administrative records.