Administrative Data Entry File Clerk

About the role

This position is for a detail-focused Administrative Data Entry File Clerk who can keep business records accurate, organized, and easy to retrieve while working independently from a remote setup. The role supports smooth day-to-day operations by managing digital files, updating databases, and maintaining well-structured administrative records with a strong focus on accuracy and reliability.

Core responsibilities

The role covers file intake, indexing, document organization, quality checks, records governance, and cross-team coordination. You will be expected to handle digital records carefully, keep systems orderly, and help reduce processing errors and delays.

Intake and indexing

• Collect documents from shared inboxes, portals, internal ticketing systems, and cloud-based folders.
• Check each file for the correct document type, required details, signatures, and supporting attachments.
• Tag every record with standard metadata such as client or project ID, date, document category, version, and region.

Document organization

• Use consistent naming formats and folder structures across records.
• Convert and prepare files when needed, including merging or splitting PDFs, turning images into PDFs, compressing files, and labeling versions.
• Maintain controlled document libraries with clear separation between final, draft, and archived files, including retention tags.

Quality control

• Carry out daily checks to identify duplicate records, incorrect filing, missing pages, and unreadable scans.
• Report exceptions to the correct contact and include clear notes about what needs attention.
• Keep error logs updated and contribute ideas that help cut down repeat work.

Records governance and compliance

• Manage sensitive files with strict confidentiality and access restrictions.
• Work according to retention timelines, legal hold instructions, and deletion or archiving rules.
• Assist with audits by locating records quickly and documenting chain-of-custody steps.

Collaboration and communication

You will coordinate with HR, Finance, Operations, Legal, and Customer teams to clarify document requirements, while also sharing updates on backlog, turnaround time, and any issues discovered during processing.

Tools and systems

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

Performance measures

Success in this role may be assessed through filing accuracy, turnaround time from receipt to completion, backlog size, daily output, audit retrieval speed, completeness of retrievals, and adherence to compliance rules such as access control and retention tagging.

Qualifications

Relevant experience in records management, administrative support, clerical work, or document control is preferred. You should be able to follow filing and naming rules consistently, work with confidential information responsibly, and use basic computer tools confidently, including file systems, spreadsheets, PDFs, and collaboration platforms.

Additional information

This is a remote full-time position based in Medina, Al Madinah, Saudi Arabia. The compensation field was not specified. No vacancy count, start date, or application deadline was provided.