Admin support officer

Hitachi, Ltd.; Medina; On-site; SAR 67,000 - 112,000; Full time

Job summary

Hitachi, Ltd. in Medina, Saudi Arabia seeks an organized Reception/Administrative Assistant to coordinate office activities, greet visitors, and manage inquiries. You will handle mail, calls, scheduling, and liaise with security and admin teams to ensure smooth operations.

The role requires strong communication, MS Office proficiency, and the ability to multitask in a busy office environment, supporting canteen and procurement tasks as needed.

Qualifications

• Experience in coordinating office activities and managing front-desk operations.
• Strong communication and interpersonal skills for greeting visitors and directing to destinations.
• Proficiency in MS Office and basic invoicing/record-keeping.
• Ability to multitask and maintain organization in a fast-paced environment.

Responsibilities

• Coordinate office activities to ensure efficiency and policy compliance.
• Greet visitors, answer calls, schedule appointments, and direct inquiries.
• Monitor visitor access and liaise with security and.admin staff.
• Process mail, deliveries, and invoices for canteen and admin functions.
• Maintain reception area cleanliness and organize meeting rooms.
• Assist in preparing invoices and reviewing supplier invoices.

Skills

Reception duties

Customer service

Communication

MS Office

Time management

Tools

MS Office

Job description

Job Description

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 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