Administrative Data Entry File Clerk

Overview

We are looking for a meticulous Administrative Data Entry File Clerk to support smooth day-to-day business operations from a remote setting. The role suits someone who is organized, dependable, and confident handling records, maintaining digital files, and entering information with a high level of accuracy.

In this position, you will keep databases current, manage administrative records, and make sure documents are stored, labeled, and processed correctly. A strong eye for detail, the ability to work independently, and a commitment to data accuracy are essential for success.

Key Responsibilities

• Collect incoming files from shared inboxes, portals, internal ticketing systems, and cloud storage locations.
• Review each document to confirm the file type, mandatory fields, signatures, and attachments are complete.
• Assign consistent metadata such as client or project ID, document date, category, version, and region.
• Use standard naming rules and folder structures to keep records orderly.
• Convert files when needed, including merging or splitting PDFs, turning images into PDFs, compressing files, and labeling versions.
• Maintain document libraries with clear separation between final, draft, and archived materials, along with retention tags.
• Carry out routine quality checks to catch duplicates, misplaced files, missing pages, and unreadable scans.
• Identify exceptions and send them to the right owner with clear notes for follow-up.
• Keep error logs updated and contribute ideas that reduce repeated work and improve process flow.
• Protect sensitive records by following access restrictions and confidentiality requirements.
• Follow retention timelines, legal hold directions, and approved deletion or archiving procedures.
• Support audits by retrieving records quickly and documenting chain-of-custody actions accurately.
• Work with HR, Finance, Operations, Legal, and Customer teams to clarify file requirements.
• Share updates on backlog, turnaround time, and any issues found during processing.

Tools and Work Environment

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, including misfile and error rates.
• Time taken from receiving a file to completing the filing process.
• Daily output and backlog volume.
• Speed and completeness of audit record retrieval.
• Compliance with access control and retention tagging requirements.

Qualifications

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

Additional Information

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

The role focuses on organized document handling, reliable processing, and compliance-aware record management to keep operations efficient and well-structured.