Admin Assistant

Air Products (Middle East) FZE; Saudi Arabia; On-site; SAR 60,000 - 80,000; Full time

Job summary

An international manufacturing company based in Saudi Arabia is seeking an experienced Administrative Assistant. The role includes managing safety practices, scheduling meetings, and preparing reports. The ideal candidate will have a diploma in Business Administration, at least 5 years of relevant experience, and proficiency in Microsoft Office and SAP. Strong communication and problem-solving skills are essential for this role.

Qualifications

• Minimum 5 years working knowledge in an Administration Assistant function.
• Awareness of Quality, Occupational Health & Safety principles.
• Proficient in English speaking and writing.

Responsibilities

• Ensure adherence to safety practices and standards.
• Manage calendars and schedule meetings for site leadership.
• Assist with preparation of reports and documentation.

Skills

Project Management

Customer Service

Problem Solving

Interpersonal Skills

Education

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

Tools

Microsoft Office

SAP

Job description

Reimagine Whats Possible

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 Leaderships 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 sites 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.

Skills

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.