Administration Specialist

Knight Frank Middle East; Riyadh; On-site; SAR 120,000 - 180,000; Full time

Job summary

Knight Frank LLP in Riyadh, Saudi Arabia is seeking an Administration Specialist to support the Valuation and Advisory team. You will manage bids, organize documents, and coordinate travel and approvals to keep operations running smoothly.

The role requires bid coordination, strong English and Arabic, and advanced MS Office skills. You will maintain filing systems, draft reports, and liaise with internal and external teams to ensure compliance and timely submissions.

Qualifications

• Minimum 5 years’ experience as Administrative Assistant or similar role.
• Proven bid and proposal coordination experience (2+ years).
• Excellent written and verbal English and Arabic.
• Strong organizational and problem-solving abilities.
• Ability to work under pressure and manage multiple tasks.
• Confidentiality and discretion when handling sensitive information.
• Proficient in MS Office (Word, PowerPoint, Excel) and Adobe Acrobat.
• Familiar with procurement portals like Ariba and Oracle.
• Team player with strong communication and interpersonal skills.

Responsibilities

• Prepare and manage bids and tender documents for client proposals.
• Coordinate travel, visas, and inspections for the team.
• Maintain filing systems and databases for easy retrieval.
• Draft reports, letters, agendas, and meeting papers.
• Input data into Word, Excel, and ERP databases; generate reports.
• Liaise with internal/external departments for invoicing and deadlines.
• Support bid tracking, post-submission follow-ups, and KPI reporting.
• Ensure compliance with company standards and regulatory guidelines.

Skills

Bid coordination

MS Office

Arabic

English

Org skills

Data entry

Travel planning

Adobe Acrobat

Attention to detail

Confidentiality

Team player

Regulatory knowledge

Tools

Ariba

Oracle

KF Database

Contacts Register

Hub

Job description

Riyadh, Saudi Arabia | Posted on 05/20/2026

We are currently seeking a detail-oriented and organized Administration Specialist to provide comprehensive support for our Valuation and Advisory team. You will play a key role in ensuring smooth day-to-day operations by handling various administrative tasks and supporting our staff members.

Responsibilities

• Prepare and manage bids, ensuring all necessary documents are collected, reviewed, and presented in a timely and professional manner. This includes gathering data, specifications and supporting materials.
  
• Conduct research on potential clients, competitors, and market trends is to create competitive and relevant bid proposals that reflect the company's strategic approach and value proposition.
  
• Ensure that all bids adhere to client requirements, company standards, and regulatory guidelines, reviewing all documents for accuracy, completeness, and consistency before submission.
  
• Assist with evaluating feedback from clients, tracking the status of bids, and preparing reports on bid outcomes to improve future bidding strategies and identify areas for improvement.
  
• Registering and handling different procurement portals such as Ariba and Oracle for bid monitoring and submission and invoice uploading.
  
• Make travel arrangements / inspections for team members such as booking flights, cars, hotel reservations, and corresponding Visas
  
• Organize and maintain documents, records, and files (including emails, reports, letters, schedules, forms and tender documents) in paper and/or electronic format, ensuring accuracy and easy retrieval. Ensure all documents have a file path for reference.
  
• Prepare and draft letters, reports, agendas, and papers for meetings.
  
• Inputs and updates information in databases and spreadsheets.
  
• Assist in data entry, generating reports, and compiling information as required by the team.
  
• Assist in drafting and collating pitching material.
  
• Support team members with MS Word, PowerPoint, Excel and Adobe Acrobat (PDF) based tasks.
  
• Ensure reports and outputs are in line with formatting standards.
  
• Maintain office efficiency by organizing and implementing administrative systems, procedures, and policies.
  
• Control and maintenance of team diaries, making appointments and arrangements for all meetings and inspections with clients, developers, agents, owners and colleagues.
  
• Prepare precise targeted e-marketing emails.
  
• Liaise with internal and external accounts departments as required for raising of invoices, travel and expense reporting and other items. Ensure files adhere to audit regulations.
  
• Arrange and execute post and courier services.
  
• Answer phone calls, respond to emails, and handle correspondence on behalf of the team.
  
• Handle computer/database (KF Database, Contacts Register, Hub).
  
• Manage the company’s profile in the Taqeem portal, uploading all approved report by Service Line Head on monthly basis.
  
• Maintain correct contact information on People Search for the department.
  
• Other tasks as required.
  

Skills and Qualifications

• Minimum of 5 years’ proven experience as an Administrative Assistant, Secretary, or similar role, with a minimum of 2 years involvement in bids and proposals.
  
• Excellent interpersonal and communications skills.
  
• Professional, pleasant and confident manners in making and receiving phone calls.
  
• Strong organizational and problem-solving abilities.
  
• Ability to take initiative and work proactively.
  
• Ability to work through periods of high workload.
  
• Ability to maintain and improve filing systems.
  
• Attention to detail and a high level of accuracy.
  
• Ability to maintain confidentiality and handle sensitive information.
  
• Strong team player with the ability to build relationships.
  
• Flexibility, adaptability, and a co-operative attitude.
  
• Understanding of regional business culture and regulations.
  
• Software: Microsoft Office programs (Excel, PowerPoint, Outlook and Excel) and Adobe Acrobat (PDF) to an advanced level including mail merge.
  
• Language skills: Fluency in English and Arabic, written and verbal.
  

About Company

Knight Frank LLP is the leading independent global property consultancy. Headquartered in London, the Knight Frank network has 740+ offices across 50+ territories and more than 27,000 people. The Group advises clients ranging from individual owners and buyers to major developers, investors, and corporate tenants. For further information about the Firm, please visit www.knightfrank.com.In the MENA region, we have strategically positioned offices in key countries such as the United Arab Emirates, Saudi Arabia, Bahrain, Qatar, and Egypt. For almost 2 decades, we have been offering integrated residential and commercial real estate services, including transactional support, consultancy, and management.Understanding the unique intricacies of local markets is at the core of what we do, we blend this understanding with our global resources to provide you with tailored solutions that meet your specific needs. At Knight Frank, excellence, innovation, and a genuine focus on our clients drive everything we do. We are not just consultants; we are trusted partners in property ready to support you on your real estate journey, no matter the scale of your endeavour.