Admin support officer

Hitachi Energy Ltd.; Makkah Region; On-site; SAR 670,000 - 1,071,000; Full time

Job summary

Hitachi Energy Ltd. is seeking an organized receptionist/administrative assistant to coordinate office activities, greet visitors, and manage mail, deliveries, and phone inquiries. The role includes security coordination, scheduling, and support for canteen and events.

Responsibilities cover admin workflow, filing, supplier invoices, and coordination with regional staff to ensure smooth daily operations in a fast-paced environment.

Responsibilities

• Coordinate office activities to ensure efficiency and policy compliance.
• Monitor visitor access and security awareness.
• Coordinate with Security for visitor registration.
• Manage reception area inventory and mail/deliveries.
• Answer calls, screen and direct inquiries, provide information.
• Handle shipments with external couriers (DHL, TNT).
• Greet visitors and direct them to the right destinations.
• Schedule appointments and maintain reception records.
• Oversee admin workflows and forward requests to staff.
• Assist with canteen duties and suppliers, coordinate invoices.
• Manage filing, archiving and documentation controls for Admin.
• Support supplier invoice reviews preceding approvals.
• Supervise transportation requests and driver dispatch.
• Coordinate with regional Admin staff as required.
• Assist in meeting room arrangements and event support.

Job description

Job Description

Coordinating office activities and operations to secure efficiency and compliance to company policies.

The opportunity

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.
• Greet persons entering organization
• 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
• Keep visitors record
• Coordinating office activities and operations to secure efficiency and compliance to company policies.
• 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 PaymentArrangements 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