Admin Support & Facilities Coordinator

AimGulf; Dammam; On-site; SAR 60,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Job summary

Hitachi Energy in Dammam is seeking an Admin Support Officer to join our team and support daily office operations at the reception and related areas.

You will coordinate office activities, monitor visitor access, handle mail and deliveries, answer calls, arrange meetings and room setups, manage supplies, and liaise with security, SCM, and Finance to ensure accuracy and efficiency.

Experience in admin roles is preferred; strong organizational and communication skills are essential.

Qualifications

• Experience in admin/support roles.
• Familiarity with reception duties and office workflows.

Responsibilities

• Coordinating office activities and operations to secure efficiency and compliance to company policies
• Monitor visitor access and maintain security awareness
• Coordinate with Security for the registration of the visitors
• Control inventory relevant to reception area
• Receive and sort mail & Fax and deliveries
• Answer telephone, screen and direct calls and Provide information to if require
• Take and relay shipments from DHL and TNT
• Supervise the activity of clinic and request the medical items
• Direct persons to correct destination
• Deal with queries from the public and customers
• Schedule appointments for the visitors
• Monitor and maintain office equipment ( Fax , copy machine)
• Tidy and maintain the reception area
• Regular check of Admin workflow, print each request and forward to the concerned admin staff for necessary action
• Handle & Control office supplies requisition in coordination W/ SCM
• Handle the Canteen duties, organize with the suppliers of meals, distribute invoices for the canteen to adequate cost centers
• Assisting the Reception area in attending & answering income calls and sending faxes
• Implement accurate filing, documentation controls, archiving for Admin activity’s
• Assist in checking the supplier invoices prior to the approval of the Admin Manager and Finance
• Supervise the transportation request and organize the driver’s dispatch
• Supervise and request Kitchen Supplies
• Coordination with the regional Admin staff when required
• Process of Individual Telephone Bill Payment
• Arrangements of meeting rooms in the event of trainings (snacks + Lunch) and support the business to arrange all events as well
• Receive and review for hotels invoices, rent-a -car invoices, compounds invoices
• Case by case study for top confidential cases which referred by Hitachi management for evaluation
• Prepare the monthly payment requests for Canteen subsid

Skills

Inventory control

Visitor management

Mail & delivery handling

Telephone & call management

Documentation & filing

Supplier invoice checking

Transportation management

Meeting room arrangements

Security awareness

Job description

Hitachi Energy in Dammam is seeking an Admin Support Officer to join our team and support daily office operations at the reception and related areas.

You will coordinate office activities, monitor visitor access, handle mail and deliveries, answer calls, arrange meetings and room setups, manage supplies, and liaise with security, SCM, and Finance to ensure accuracy and efficiency.

Experience in admin roles is preferred; strong organizational and communication skills are essential.