Admin Assistant - Saudi National - Jeddah

Job Title: Admin Assistant - Saudization Email Id - [email protected] While Applying - please mention in subjectline - Position and Location as Jeddah Location: Jeddah Job Description: The Admin Support Coordinator is responsible for providing administrative, document control, and coordination support to the project and corporate teams. The role ensures efficient management of records, invoices, logs, reports, and internal coordination activities while maintaining compliance with company procedures and documentation standards. Supporting daily operations and progressively developing expertise in administrative support, document control, and corporate coordination functions. Key Responsibilities 1. Administrative and Document Control Support • Receive, register, track, and distribute all incoming and outgoing documents in a timely and accurate manner. • Maintain and update document registers, logs, and tracking systems. • Ensure proper filing, archiving, and retrieval of project and corporate documents. • Support document control activities and provide document status updates when required. • Handle basic inquiries related to document management processes. 2. Financial and Invoice Administration • Maintain and update the Office Petty Cash Log Register and related documentation. • Manage and maintain the Invoice Log for office and project activities. • Monitor, update, and close Subcontractor Invoice Logs. • Assist with invoice processing and administrative follow-up activities. 3. Reporting and Communication • Format monthly reports, both Arabic and English. • Assist in the preparation of reports, logs, dashboards, and status updates for management. • Support project administration activities and ensure accurate reporting records are maintained. 4. CTS Support • Provide CTS coordination and support during the absence of the supervisor. • Coordinate with relevant stakeholders to ensure continuity of CTS-related activities. • Maintain records and follow-up actions associated with CTS processes. 5. Compliance and Quality Assurance • Adhere to company procedures, policies, and standards related to administration and document control. • Ensure documentation practices comply with legal, contractual, and regulatory requirements. • Maintain data accuracy, confidentiality, and document integrity. 6. Learning and Development • Participate in training sessions related to document management systems, CTS processes, administration, and company procedures. • Develop knowledge of company tools, software applications, and best practices. Qualifications and Competencies Education • Diploma or Bachelor's degree in Business Administration, Management, Information Management, or a related field. Experience • 4–7 years of experience in administrative support, document control, office administration, or a related function. Technical Skills • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). • Familiarity with document management and tracking systems. • Ability to prepare professional reports and maintain administrative records. Behavioral Competencies • Strong organizational and time-management skills. • Effective communication and interpersonal skills. • Ability to handle multiple tasks and priorities. Show more Show less

4–7 years of experience in administrative support, document control, office administration, or a related function. Diploma or Bachelor's degree in Business Administration, Management, Information Management, or a related field. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Familiarity with document management and tracking systems. Ability to prepare professional reports and maintain administrative records.

1. Administrative and Document Control Support: Receive, register, track, and distribute all incoming and outgoing documents in a timely and accurate manner; Maintain and update document registers, logs, and tracking systems; Ensure proper filing, archiving, and retrieval of project and corporate documents; Support document control activities and provide document status updates when required; Handle basic inquiries related to document management processes. 2. Financial and Invoice Administration: Maintain and update the Office Petty Cash Log Register and related documentation; Manage and maintain the Invoice Log for office and project activities; Monitor, update, and close Subcontractor Invoice Logs; Assist with invoice processing and administrative follow-up activities. 3. Reporting and Communication: Format monthly reports, both Arabic and English; Assist in the preparation of reports, logs, dashboards, and status updates for management; Support project administration activities and ensure accurate reporting records are maintained. 4. CTS Support: Provide CTS coordination and support during the absence of the supervisor; Coordinate with relevant stakeholders to ensure continuity of CTS-related activities; Maintain records and follow-up actions associated with CTS processes. 5. Compliance and Quality Assurance: Adhere to company procedures, policies, and standards related to administration and document control; Ensure documentation practices comply with legal, contractual, and regulatory requirements; Maintain data accuracy, confidentiality, and document integrity. 6. Learning and Development: Participate in training sessions related to document management systems, CTS processes, administration, and company procedures; Develop knowledge of company tools, software applications, and best practices.