Administrative Data Entry File Clerk

Role overview

We are looking for a meticulous Administrative Data Entry File Clerk who can keep records organized, handle data entry with care, and work effectively without close supervision in a remote setting. This role supports smooth day-to-day operations by maintaining digital files, updating databases, and ensuring information is stored accurately and in a structured way.

Core duties

• Collect incoming files from shared mailboxes, portals, internal ticketing systems, and cloud-based folders.
• Check each document for the correct type, mandatory fields, signatures, and required attachments.
• Assign standardized metadata to each record, such as client or project ID, date, document category, version, and region.
• Organize records using consistent folder structures and naming rules.
• Convert and prepare files when needed, including merging or splitting PDFs, turning images into PDFs, compressing files, and labeling versions.
• Keep document libraries properly separated, including final, draft, and archived files, with the correct retention labels.
• Run daily spot checks to identify duplicates, misplaced files, missing pages, and scans that are not readable.
• Escalate exceptions to the appropriate team member with clear notes and context.
• Maintain error logs and help improve processes that reduce rework.
• Protect sensitive records by following strict access controls and confidentiality rules.
• Apply retention timelines, legal hold requirements, and deletion or archiving instructions.
• Support audits by quickly retrieving files and recording chain-of-custody details.
• Coordinate with HR, Finance, Operations, Legal, and Customer teams to clarify document needs.
• Share updates on backlog, turnaround time, and any issues discovered during processing.

Tools and working methods

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

Performance measures

• Accuracy of filing and metadata entry
• Time taken from receiving a file to completing filing
• Backlog volume and daily output
• Speed and completeness of audit retrievals
• Compliance with access control and retention rules

Qualifications

• Prior experience in records management, administrative support, clerical work, or document control is preferred.
• Strong attention to detail and the ability to follow filing and naming standards consistently.
• Comfort handling confidential information and working within strict procedures.
• Basic computer skills, including file management, spreadsheets, PDFs, and collaboration tools.

Additional information

This position is remote and full-time. The workplace is based in Medina, Al Madinah, Saudi Arabia.