Administrative Records Specialist

Role Overview

In this remote administrative records role, you will keep digital and scanned documents accurate, organized, searchable, and aligned with internal compliance standards. The position supports several departments by handling document intake, checking that submissions are complete, applying consistent naming rules, and preserving orderly filing structures. You will maintain a clear, audit-ready trail showing what was received, when it was processed, and where it is stored.

This is a high-volume position where speed matters, but precision, consistency, and confidentiality are essential. Your work will help improve operational flow, support compliance, and make information easier to access across the organization.

Key Responsibilities

• Collect and process documents arriving through shared inboxes, portals, ticketing tools, and cloud storage systems.
• Check document type, required information, signatures, and any supporting attachments for completeness.
• Enter standardized metadata such as client or project ID, date, document category, version, and region.
• Organize records so they can be found quickly and retrieved without delay.
• Use uniform naming rules and folder structures across all files and records.
• Prepare and convert files when needed, including merging or splitting PDFs, turning images into PDFs, compressing files, and tracking version changes.
• Keep document libraries structured and separate drafts, final versions, and archived records.
• Add retention tags and archive labels according to internal policy.
• Review records regularly to find duplicates, misfiled items, missing pages, or unreadable files.
• Report inconsistencies and send issues to the correct stakeholders with clear notes.
• Maintain error logs and help improve processes to cut down on rework.
• Keep all stored records accurate and consistent.
• Protect sensitive and confidential information using access-control procedures.
• Follow retention timelines, legal-hold requirements, and deletion or archiving rules.
• Support audits by locating records quickly and documenting chain-of-custody steps.
• Ensure recordkeeping practices meet internal and regulatory standards.
• Coordinate with HR, Finance, Operations, Legal, and Customer Support to clarify documentation needs.
• Share updates on processing status, backlog volume, and turnaround times.
• Communicate promptly when delays, issues, or discrepancies occur.
• Help cross-functional teams by keeping records accessible and well maintained.

Qualifications

• Background in records management, administrative support, document control, or clerical work is preferred.
• Strong focus on 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.
• Ability to work independently in a remote setting while maintaining accuracy and consistency.

Success Measures

• Low rates of metadata mistakes and misfiled records.
• Fast processing from document receipt to final filing.
• Controlled backlog and steady daily output.
• Quick and complete retrieval of records during audits.
• Strong adherence to access-control and retention rules.

Work Environment

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