Administrative Records Specialist

Role Overview

As a Remote Administrative Records Specialist, you will keep digital and scanned records accurate, orderly, easy to find, and aligned with internal compliance standards. The role supports several departments by receiving documents, checking that submissions are complete, applying uniform naming rules, and maintaining organized filing structures.

You will help build a clear, audit-ready trail showing what was received, when it was handled, and where it is stored. This is a fast-paced environment where speed matters, but precision, consistency, and confidentiality are essential. Your work will directly contribute to smoother operations, stronger compliance, and dependable access to information across the business.

Key Responsibilities

• Collect and process documents coming in through shared mailboxes, portals, ticketing tools, and cloud storage systems.
• Review files for correct document type, mandatory information, signatures, and any required supporting attachments.
• Add standardized metadata such as client or project ID, date, document category, version, and region.
• Ensure each record is indexed properly so it can be found quickly when needed.
• Use consistent naming patterns and folder structures across all records.
• Prepare and convert files where needed, including PDF merging or splitting, image-to-PDF conversion, compression, and version handling.
• Maintain well-structured document libraries that clearly separate draft, final, and archived documents.
• Attach retention tags and archive labels according to internal policy.
• Perform routine checks to spot duplicates, misplaced files, missing pages, or unreadable documents.
• Report inconsistencies and send issues to the right teams with clear supporting notes.
• Keep error logs and help improve processes to reduce repeat work.
• Protect data quality by keeping records accurate and consistent across the system.
• Manage sensitive and confidential information in line with access-control rules.
• Follow retention timelines, legal hold rules, and deletion or archiving procedures.
• Support audits by locating records quickly and documenting chain-of-custody steps.
• Maintain compliance with internal and regulatory record-keeping requirements.
• Coordinate with HR, Finance, Operations, Legal, and Customer Support to clarify document needs.
• Share updates on processing status, backlog volume, and turnaround times.
• Communicate clearly when delays, issues, or mismatches are identified.
• Help cross-functional teams by keeping records accessible and well organized.

Quality and Success Measures

• Low rates of misfiling and metadata errors.
• Fast turnaround from document receipt to filing.
• Effective backlog control and strong daily output.
• Quick and complete retrieval during audit requests.
• Strong adherence to access-control and retention requirements.

Qualifications

• Background in records management, administrative assistance, document control, or clerical work is preferred.
• Strong attention to detail and the ability to apply filing and naming standards consistently.
• Comfort with handling confidential information and following strict procedures.
• Basic computer skills, including working with file systems, spreadsheets, PDFs, and collaboration tools.
• Ability to work independently in a remote setup while maintaining accuracy and consistency.

Additional Information

This role is remote and based for Medina, Al Madinah, Saudi Arabia. It is a full-time position in a high-volume records environment where confidentiality, precision, and orderly handling of information are key to success.