Admin Assistant

Parfums Christian Dior; Makkah Al Mukarramah, Jeddah; On-site; SAR 120,000 - 150,000; Full time

Job summary

A luxury goods company in Makkah seeks an Administrative Assistant to provide comprehensive administrative and logistical support. The ideal candidate will manage purchase orders, track shipments, and assist in vendor management while demonstrating excellent communication skills in Arabic and English. Experience in a similar role and proficiency in Microsoft Office are crucial. This role is pivotal within the retail luxury goods sector.

Qualifications

• High school diploma or equivalent required; Bachelor's degree preferred.
• Experience in an administrative role, preferably with experience in PO management.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Fluency in Arabic and English is highly preferred.

Responsibilities

• Manage purchase orders in accordance with company policies.
• Monitor status of shipments from origin to destination.
• Assist in the vendor creation process by gathering required documentation.
• Provide general administrative support to the team.
• Serve as primary point of contact for vendors and internal teams.

Skills

Administrative Support

Purchase Order Management

Shipment Tracking

Logistics Coordination

Vendor Creation & Management

Communication (Written & Verbal)

Organization

Time Management

Attention to Detail

Problem-Solving

Microsoft Office Suite

Education

High school diploma or equivalent

Bachelor's degree

Tools

ERP Software

Microsoft Office Suite

Job description

PURPOSE OF THE POSITION

The Administrative Assistant provides comprehensive administrative, clerical, and operational support to the PCDA KSA team, with a primary focus on managing purchase orders, tracking shipments, and ensuring smooth logistical operations within the KSA market, and assisting with the vendor creation process. The ideal candidate will be highly organized, detail-oriented, possess excellent communication skills, and have a proactive approach to problem-solving.

MAIN RESPONSIBILITIES

• Purchase Order (PO) Management: Create, process, and track purchase orders in accordance with company policies and procedures. Verify accuracy of PO details, including pricing, quantities, and delivery information. Liaise with vendors to resolve PO-related issues, such as discrepancies or delays. Maintain accurate records of all POs, invoices, and related documentation.
• Shipment Tracking & Logistics: Monitor the status of shipments from origin to final destination within KSA. Proactively identify and resolve potential shipping delays or issues. Communicate shipment updates to relevant stakeholders, including internal teams and external partners. Coordinate with customs brokers and freight forwarders to ensure timely clearance of goods. Maintain up-to-date tracking information in company systems.
• Vendor Creation & Management: Assist in the vendor creation process by gathering required documentation (e.g., company registration, tax ID, bank details). Ensure all vendor information is accurate and complete. Submit vendor creation requests to the appropriate department (e.g., Finance, Procurement). Maintain a database of approved vendors. Assist with vendor performance tracking and reporting. Communicate with potential vendors to explain the vendor creation process and answer questions.
• Administrative Support: Provide general administrative support to the team, including managing calendars, scheduling meetings, and making travel arrangements. Prepare reports, presentations, and other documents as needed. Handle incoming and outgoing correspondence (mail, email, phone calls). Maintain office supplies and equipment. Assist with other administrative tasks as assigned.
• Communication & Coordination: Serve as a primary point of contact for vendors and internal teams regarding POs, shipments, and vendor creation. Communicate effectively in English and Arabic (preferred). Maintain positive working relationships with colleagues and external partners.

PROFESSIONAL AND PERSONAL SKILLS

Qualifications:

• High school diploma or equivalent required; Bachelor's degree preferred.
• Years of experience in an administrative role, preferably with experience in PO management, shipment tracking, and vendor creation.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with [Specific ERP or Procurement Software, e.g., SAP, Oracle] is a plus.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Fluency in Arabic and English is highly preferred.
• Knowledge of customs regulations and import/export procedures in KSA is a plus.
• Prior experience in retail or luxury goods industry is a plus.

Skills:

• Administrative Support
• Purchase Order Management
• Shipment Tracking
• Logistics Coordination
• Vendor Creation & Management
• Communication (Written & Verbal)
• Organization
• Time Management
• Attention to Detail
• Problem-Solving
• Microsoft Office Suite