Admin Assistant

Avertra; Al Jubayl; On-site; SAR 120,000 - 150,000; Full time

Job summary

A leading administrative services provider in Saudi Arabia is seeking an experienced Administrative Assistant to manage schedules, ensure safety compliance, and assist with reports. The ideal candidate will have at least 5 years of experience in a similar role within a manufacturing setting and possess strong project management and communication skills. Proficiency in Microsoft Office and SAP is required, along with a 2-year diploma in Business Administration or a related field. This position is critical to maintaining daily operations and supporting site leadership.

Qualifications

• A minimum of 5 years’ working knowledge in an Administration Assistant function in manufacturing.
• Strong proficiency in English speaking and writing.
• Awareness of Quality, Occupational Health & Safety principles.

Responsibilities

• Ensure compliance with safety and health standards.
• Manage scheduling and assist with reports as required.
• Process gate passes and manage company car requirements.

Skills

Project Management

Time Management

Problem-Solving

Customer Service

Interpersonal Skills

Education

2-year diploma or higher in Business Administration or Technical Field

Tools

Microsoft Office

SAP

Scheduling and Planning tools

Job description

Principal Accountabilities

• Ensure the safety aspects for the position are executed by utilizing the APQ Basic Safety Practice program, which includes office safety audits, safety work permits, management of change, etc.
• Comply with APQ and local safety, health, and environment standards, to fulfil the mandatory safety requirement and activities for the front office.
• Manage the Site Leadership’s calendars and their direct reports as required, schedule meetings, and take meeting minutes when required.
• Assist with daily, weekly, monthly, and yearly reports as required.
• Develop Excel, Power Point, and Word Documents for meetings and correspondence.
• Use SAP (or equivalent platform) for travel management, purchase requisitions, and timesheet management.
• Utilize Project Management skills to perform the tasks for the role.
• Prepare and control support of monthly expenses.
• Organize team events.
• Assist with booking reservations for new arrivals and visitors to the office and sites.
• Manage the contracts for support services, including reviewing the monthly invoices.
• Arrange and plan transportation for new employees and visitors.
• Supervise all company cars needs and activities:
• Car Needs: Fuelling, cleaning, maintenance & contracts.
• Process gate passes per the individual site’s work processes for the Operations and Maintenance Organization, visitors, and contractors.
• Coordinate with the Government Relations Office to insure site employee government documents are current.
• Managing and tracking of site consumable items.
• Managing and oversee the buildings for keeping buildings properly maintained, clean, and safe work environment. Ensure that a building’s services meet the needs of the staffs it houses.

Minimum Requirements and Qualifications

• A 2-year diploma or higher in Business Administration or in a Technical Field.
• A minimum of 5 years’ working knowledge in an Administration Assistant function or equivalent in a manufacturing facility.
• Awareness of Quality, Occupational Health & Safety and Environment Management system principles.
• Demonstration in Project and Time Management skills for the function.
• Self-starter who is achievement orientated, customer service focused, while paying attention to the details.
• Demonstrated practical problem-solving skills with a good business sense in the planning and scheduling.
• Demonstrated leadership, interpersonal and teamwork skills, and decision-making skills with the ability to communicate clearly and effectively.
• Strong oral and written skills with the ability to communicate front end office issues to the ASU management team daily.
• Knowledge of computer-based applications (Microsoft Office, SAP a plus) and a working knowledge of Scheduling and Planning tools.
• Proficiency in English speaking and writing.
• Knowledge and understanding of local environmental and health and safety requirements.