Administration & Secretarial Specialist

Aggreko Middle East; Jeddah; On-site; SAR 30,000 - 45,000; Full time

Job summary

A leading company in the Makkah Region is seeking an administrative professional to handle general office duties, manage office supplies, and coordinate facilities maintenance. The role involves supporting new joiners and organizing events while ensuring the office is well-maintained.

Responsibilities

• Manage day-to-day general administration and office support duties.
• Coordinate transportation matters and event logistics.
• Provide admin support in facilities maintenance.

Job description

In charge of the day-to-day general administration and office support duties such as office supplies inventory, pantry supplies, printer maintenance, vendor management, etc.

Responsible for company properties management for new joiners and leavers, e.g., laptops, mobile phones, SIM cards, business cards, door card access systems.

Processing, maintaining, and updating monthly mobile communications and company medical insurance records.

Perform reception duties such as handling phone calls, greeting visitors, guests, and members professionally.

Provide admin support in facilities maintenance, coordinating with building maintenance vendors and contractors for furniture and fittings.

Maintain company documents and filing systems according to Aggreko standards.

Ensure the office area is well-maintained.

Coordinate transportation matters for internal guests and external customers as required.

Update the company directory and support event and training logistics.

Liaise with building maintenance and contractors regarding issues at the Jeddah office.

Assist in organizing conferences, workshops, and team meetings, including sourcing meeting rooms, arranging travel and visas, and monitoring attendees, while managing costs in line with company procedures.

Welcome visitors and manage visits to the Jeddah office.

Monitor and negotiate site facilitation contracts such as stationery, site cleaners, shredding services, onsite plants, etc., to manage costs effectively.

Set up desks and arrange stationery and office equipment to facilitate smooth onboarding of new starters in Saudi Arabia.

Book and manage internal meeting rooms, including monitoring meeting zone accounts, IT equipment, VC facilities, stationery, and catering.

Prepare necessary documents and presentations for internal and external meetings.

Provide general admin support such as printing, scanning, and document typing.

Coordinate office team activities and facilitate visits by external visitors.