Administration Assistant-ISM

Zahid Industries; Jeddah; On-site; SAR 67,000 - 100,000; Full time

Job summary

Zahid Industries in Jeddah is seeking an organized Administrative and Document Control specialist to support filing, document control, and coordination with internal and external stakeholders. You will ensure accuracy, confidentiality, version control, and timely responses.

Responsibilities include maintaining filing systems, logging documents, tracking revisions, and assisting with meetings, travel, and reports.

Qualifications

• Diploma or bachelor’s degree in Business Administration, Office Management, Records Management, or a related field.
• Relevant training or certification in document control, records management, Microsoft Office, or administrative support is preferred.

Responsibilities

• Maintain electronic and physical filing systems for controlled documents, official correspondence, reports, and records.
• Receive, register, scan, upload, distribute, and archive documents per procedures.
• Track document revisions, approvals, and transmittals to ensure access to the latest versions.
• Support meeting preparation, minutes, presentations, reports, calendars, and travel coordination.
• Coordinate with departments to collect documents, obtain signatures, route approvals, and ensure timely completion.
• Maintain confidentiality of sensitive business, employee, customer, and management documents.
• Prepare document logs, trackers, status updates, and simple reports for audit readiness.

Skills

Office administration

Document control

Records management

Confidentiality

Stakeholder coordination

Education

Diploma or bachelor's in Business Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Document scanning/indexing

Job description

Provide administrative and document control support by organizing, registering, filing, tracking, and retrieving business documents, correspondence, reports, and records while ensuring accuracy, confidentiality, proper version control, and timely coordination with internal and external stakeholders.

Key Accountabilities

• Maintain organized electronic and physical filing systems for controlled documents, official correspondence, reports, forms, approvals, and departmental records.
• Receive, register, scan, upload, distribute, and archive documents in line with company procedures and document control requirements.
• Track document revisions, approvals, transmittals, and follow-ups to ensure users have access to the latest approved versions.
• Support with meeting preparation, minutes, presentations, reports, calendars, travel coordination, and administrative follow-up actions.
• Coordinate with departments to collect required documents, obtain signatures, route approvals, and ensure timely completion of administrative requests.
• Maintain confidentiality of sensitive business, employee, customer, and management documents.
• Prepare document logs, trackers, status updates, and simple reports to support audit readiness and management review.

Knowledge, Skills and Aptitude

• Educational Qualifications and Certifications: Diploma or bachelor’s degree in Business Administration, Office Management, Records Management, or a related field.

Relevant training or certification in document control, records management, Microsoft Office, or administrative support is preferred.

• Knowledge: Knowledge of office administration, document control practices, filing systems, records retention, confidentiality requirements, and approval workflows
• Technical Skills: Proficient in Microsoft Office applications, especially Word, Excel, PowerPoint, Outlook, document formatting, scanning, indexing, and maintaining document registers and trackers.
• Language Skills: Good written and spoken English. Arabic communication skills are preferred.
• Experience: 2–4 years of experience in administration, office support, document control, records management, or a similar role.

Key Interactions

• Key Internal Contacts:
• Purpose of Interaction: Provide administrative support, coordinate approvals, prepare documents, track actions, and follow up on management requirements.
• HR, Finance, Procurement, Operations, QA/QHSE, IT :
• Purpose of Interaction: Coordinate document submissions, approvals, records, reports, meeting requirements, and internal administrative follow-ups
• Key External Contacts:
• Purpose of Interaction: Coordinate document exchange, meeting arrangements, official correspondence, and visitor-related administrative support as required