Administrative Data Entry File Clerk

Role overview

We are looking for a meticulous Administrative Data Entry File Clerk who can keep business records accurate, organized, and easy to retrieve while working independently from a remote setting. This position suits someone who is comfortable handling documents, updating systems, and supporting day-to-day operations with strong attention to detail.

Core duties

• Receive incoming files through shared mailboxes, portals, internal ticketing systems, and cloud storage folders.
• Check each document for the correct type, required fields, signatures, and attachments before processing.
• Classify records using standard metadata such as client or project ID, date, document category, version, and region.
• Use consistent naming conventions and structured folder arrangements to keep files organized.
• Perform document conversions when needed, including PDF merging or splitting, converting images to PDF, compressing files, and labeling versions.
• Manage controlled document libraries, separating final, draft, and archived files and applying retention tags where required.
• Carry out daily spot reviews to identify duplicates, misplaced files, missing pages, and unreadable scans.
• Escalate issues to the appropriate owner with clear notes and track exceptions in error logs.
• Help improve workflows by identifying patterns that reduce processing mistakes and rework.
• Protect sensitive records by following strict access controls and confidentiality rules.
• Follow retention timelines, legal hold requirements, and deletion or archiving instructions.
• 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 status, turnaround time, and any processing issues.

Tools and workflow

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

Performance measures

• Accuracy of metadata entry and filing, with minimal misfiles.
• Speed from document receipt to completed filing.
• Daily output and backlog control.
• Retrieval speed and completeness during audits.
• Compliance with access control and retention rules.

Qualifications

Prior experience in records management, clerical support, administration, or document control is preferred. The right candidate should be highly organized, dependable, and able to follow filing standards consistently. Comfort with confidential information and routine procedures is essential, along with basic computer skills for file management, spreadsheets, PDFs, and collaboration tools.

Additional information

This is a remote full-time role based in Medina, Al Madinah, Saudi Arabia.