Administrative Officer

Incubeta Arabia limited; Remote; SAR 120,000 - 150,000; Full time

Job summary

A dynamic administrative services company seeks a proactive Office Administrator specializing in remote office administration to support day-to-day operations across the UAE and KSA. Responsibilities include travel coordination, visa and government relations support, and general administrative tasks. Ideal candidates will have 2-4 years of experience in office administration, proficient skills in MS Office or Google Workspace, and strong organizational abilities. Ability to work independently in a remote environment is essential.

Qualifications

• 2-4 years of experience in office administration, travel coordination, or executive support.
• Experience working in KSA with understanding of local visa and government processes.
• Strong organizational skills and attention to detail.

Responsibilities

• Coordinate domestic and international travel for employees.
• Assist with visa applications, renewals, and processing requirements.
• Manage remote office support and procurement of office supplies.
• Support onboarding logistics and handle general administrative tasks.
• Assist with invoice processing and expense tracking.

Skills

Office administration

Travel coordination

Organizational skills

Communication skills

Proficient in MS Office / Google Workspace

Job description

Role: Office Admin (SAUDI NATIONALS ONLY)

Reports to: General Manager

Location: Jeddah or Riyad

Work type: Remote

Contract type: Permanent

Role Overview

We are looking for a highly organized and proactive Office Administrator to support our day-to-day administrative, travel, and office operations across the UAE and KSA market. This role ensures smooth internal processes, efficient travel and visa handling, and reliable administrative support for the team. The ideal candidate is detail-oriented, responsive, and able to manage multiple tasks in a remote working environment.

Key Responsibilities

Travel & Logistics

• Coordinate domestic and international travel for employees (flights, accommodation, transport).
• Manage travel approvals, itineraries, and changes when required.
• Maintain relationships with travel agencies and suppliers to secure cost-effective bookings.

Visa & Government Relations Support

• Assist with visa applications, renewals, and processing requirements for employees and visitors.
• Liaise with PROs, government portals (e.g., Absher, Qiwa, Muqeem), and relevant authorities.
• Track visa and document expiry dates and ensure timely renewals.

Office & Administrative Operations

• Manage remote office support, ensuring smooth coordination between teams in KSA and other markets.
• Oversee procurement of office supplies, subscriptions, and vendor coordination.
• Support onboarding logistics (IT equipment coordination, access setup, welcome packs).
• Handle general administrative tasks such as record-keeping, filing, and correspondence.
• Coordinate meetings, events, and internal communications where required.

Finance & Compliance Support

• Assist with invoice processing, vendor payments, and expense tracking.
• Ensure documentation is maintained in line with internal policies and audit requirements.

Skills & Experience Required

• 2-4 years of experience in office administration, travel coordination, or executive support.
• Experience working in KSA with understanding of local visa and government processes.
• Strong organizational skills and attention to detail.
• Ability to work independently in a remote environment.
• Proficient in MS Office / Google Workspace.
• Strong verbal and written communication skills in English; Arabic is an advantage.