Administrative Specialist - Riyadh

Alnafitha IT; Jeddah; On-site; SAR 30,000 - 40,000; Full time

Job summary

A technology services company in Jeddah is looking for an Administration and Facilities Specialist to support various HR and operational tasks. Key responsibilities include managing employee records, handling HR documentation, and overseeing facilities maintenance. Ideal candidates should have a degree in business administration, proven HR experience, and strong organizational skills. This role offers opportunities to work in a diverse environment and contribute to employee well-being.

Qualifications

• Proven experience in HR administration or personnel affairs roles.
• Familiarity with labor laws and regulations.
• Experience in a multinational or diverse workplace environment.

Responsibilities

• Maintain and ensure accuracy of employee records.
• Assist in processing HR documentation, onboarding, and offboarding.
• Coordinate logistics for office assets and manage vendor communications.

Skills

Attention to detail

Organizational skills

Effective communication

Interpersonal abilities

Problem-solving

Education

Bachelor’s degree in business administration or related field

Tools

HRIS (Human Resource Information Systems)

Job description

Job Summary/Objective

The Administration and Facilities Specialist supports the Administration and Facilities Manager in executing various administrative and operational tasks. This role includes maintaining accurate employee records, processing HR documentation, and assisting with benefits administration. The specialist will coordinate logistics for office assets, manage vendor communications, and help ensure that facility maintenance is carried out efficiently.

Key Responsibilities

HR Documentation

• Coordinate and maintain personnel records, ensuring accuracy, confidentiality, and compliance with regulations
• Prepare and process HR documents, including employment contracts, letters, and forms

Employee Data Management

• Update and manage employee information in HR databases and systems
• Process changes in employee status, benefits, and other relevant data

Employee Records

• Maintain organized and up-to-date employee records, including contracts
• Assist in archiving and purging records in accordance with retention policies

Employee Relations Support

• Assist in responding to employee inquiries, providing information on HR policies and procedures
• Contribute to addressing employee concerns and inquiries professionally and promptly

HR Processes and Transactions

• Assist in coordinating various HR processes, such as onboarding, offboarding, and transfers
• Support the administration of benefits, leave requests, and timekeeping

Social Insurance Management

• Prepare social insurance documentation for employee entry and exit (Forms S1 and S6) and obtain employee signatures
• Extract prints from the Social Insurance Authority for all insured employees and ensure timely submission of required forms

Health Insurance Coordination

• Prepare health insurance documentation for employee enrollment or cancellation
• Communicate with the insurance company to manage employee health insurance

Asset Management

• Prepare and manage the delivery of assets (laptops, accessories, etc.) to employees and ensure documentation is signed
• Oversee the return of assets upon employee resignation and maintain personal documents for new hires

Banking Coordination

• Deliver signed documents to the bank and follow up on account openings and issuance of employee cards

Reporting and Data Analysis

• Generate HR-related reports and analytics to assist in tracking employee data and trends
• Contribute to data analysis for HR metrics and reporting

Policy Compliance

• Assist in communicating and implementing HR policies, ensuring adherence to labor laws and regulations
• Support the enforcement of company policies and guidelines

Internal Communication

• Assist in disseminating HR-related information and updates to employees and managers
• Contribute to internal HR communications and announcements

Internet Management

• Renew internet subscriptions for company lines and ensure service efficiency
• Coordinate with telecom companies to resolve internet issues promptly

Maintenance Oversight

• Monitor all maintenance activities, including laptop repairs and periodic maintenance of the company premises
• Coordinate installation works (internet, electricity, etc.) for the office

Special Administration & Facilities Tasks

• Prepare comprehensive employee data sheets and modify as needed
• Draft HR letters for job titles and prepare resignation documents for legal and procedural compliance
• Send reminders to employees to complete their personal documentation

Qualifications

• Education: Bachelor’s degree in business administration, Facility Management, or related field.
• Experience: Proven experience in HR administration or personnel affairs roles
• Strong attention to detail and organizational skills
• Effective communication and interpersonal abilities
• Experience in a multinational or diverse workplace environment.
• Familiarity with HRIS (Human Resource Information Systems) and other HR software.
• In-depth understanding of labor laws and regulations, particularly in the local context
• Knowledge of best practices in HR documentation and records management.
• Awareness of employee benefits and compensation structures.
• Strong attention to detail with a focus on accuracy and compliance.
• Excellent organizational and multitasking abilities to manage various HR processes.
• Effective communication skills, both verbal and written, to interact with employees at all levels.
• Strong interpersonal skills with the ability to build relationships and foster a positive work environment.
• Strong problem-solving skills with the ability to resolve conflicts and address employee concerns.
• Adaptability and flexibility to respond to changing organizational needs.
• High level of professional integrity and confidentiality.