Administration Specialist

MAKEEN; Dammam; On-site; SAR 80,000 - 120,000; Full time

Job summary

A leading company in the Eastern Province of Saudi Arabia seeks an Administration Specialist to provide extensive support to the MRO Department. This role includes office operations management, business travel coordination, and fleet oversight, all aimed at promoting a productive work environment. Ideal candidates should possess a bachelor's degree and significant experience in a relevant field, alongside strong communication skills in Arabic and English.

Qualifications

• 5 years of experience in an office setting, preferably with internal combustion or marine equipment.
• Fluent in both Arabic and English.

Responsibilities

• Manage office operations and supplies while coordinating travel and fleet management.
• Ensure compliance with administrative procedures and support MRO employees with training.

Skills

Office Administration

Vendor Management

Fleet Management

Business Travel Coordination

Compliance with Procedures

Education

Bachelor’s degree in business management or a related field

Microsoft Office Specialist (MOS) certification

Job description

Job Purpose / Objective:

The Administration Specialist will be responsible for providing comprehensive administrative support to the MRO Department. This role involves managing office operations, coordinating business travel, overseeing fleet management, handling government-related work, and ensuring compliance with administrative procedures and guidelines. The Specialist will contribute to creating a productive and efficient work environment and support the overall success of the department.

Key Responsibilities:

1. Office Administration and Operations:

• Assign office and cubicle spaces to optimize workflow and utilization.
• Oversee repairs, cleaning, and janitorial services to maintain a functional and clean work environment.
• Manage office supplies, equipment maintenance, and reception area operations.
• Coordinate housekeeping activities to ensure a clean and organized workplace.
• Handle office insurance matters and maintain up-to-date records.
• Manage parking assignments and coordinate access cards for employees.

Service Level Agreements and Contracts:

• Collaborate with the Administration Manager to establish and maintain service-level agreements with vendors.
• Coordinate contracts for travel agencies, catering services, and other vendors as needed.

Business Travel Management:

• Arrange and coordinate business travel, including transportation and per diem processes.
• Make airline bookings ensuring cost-effectiveness and adherence to company travel policies.

Administration Procedures and Guidelines:

• Administer and ensure compliance with policies, procedures, and guidelines related to vehicle usage, mobile phones, travel, and office operations.
• Communicate and train MRO employees on these procedures to ensure understanding and compliance.

Catering and Event Management:

• Coordinate catering services for special events or meetings, considering dietary preferences and restrictions.

Fleet Management:

• Develop and implement fleet management strategies in collaboration with the Administration Manager.
• Analyze fuel consumption data and oversee vehicle maintenance schedules, ensuring timely servicing and safety compliance.
• Manage and book vehicles for departments within the Administration Team and Corporate Services Business line.
• Implement a vehicle tracking and data management system.
• Liaise with other departments regarding vehicle needs and fleet policies.

Vehicle Maintenance and Cleanliness:

• Set and enforce standards for vehicle cleanliness and presentation.
• Conduct regular vehicle inspections and coordinate repairs.
• Build relationships with vehicle providers and repair workshops for quality service and cost efficiency.

Qualifications, Competencies, and Experience:

• Bachelor’s degree in business management or a related field.
• At least 5 years of experience in an office setting, preferably involving internal combustion, marine, or power generation engines and equipment.
• Microsoft Office Specialist (MOS) certification.
• Excellent written and spoken Arabic and English skills.