HR & Finance Administrator

Celeros Flow Technology; Dammam; On-site; SAR 60,000 - 110,000; Full time

Job summary

CELEROS Flow Technology in Dammam, Saudi Arabia, is seeking an HR & Finance Administrator to oversee broad administrative, HR and finance duties in a fast-paced environment. You will manage licenses, employee records, visas, payroll inputs, vendor invoices, and office operations, while coordinating with government systems and translation tasks.

The role requires bilingual communication and a disciplined, detail-oriented approach.

Qualifications

• Degree in business administration or related field.
• 3–5 years of relevant experience in Saudi Arabia, including immigration, HRSD and Saudi law.
• Finance-related experience.
• Proficient in Microsoft Office and database management.
• Fluent in English and Arabic.

Responsibilities

• Manage day-to-day office administration, including reception, calls, visitor management and document handling.
• Handle HR tasks: visas, work authorizations, employee records, onboarding/offboarding and related documents.
• Process vendor invoices, utilities, petty cash and expense records.
• Coordinate with government platforms and regulatory requirements (GOSI, Qiwa, MUQEEM, etc.).
• Support finance with audits, reporting and internal controls.
• Translate routine documents between English and Arabic as needed.

Skills

Fluent English

Fluent Arabic

MS Excel

MS Word

MS PowerPoint

MS Outlook

Education

Degree in business administration

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Database management

Job description

The HR & Finance Administrator is responsible for a variety of duties related to Administration, HR and Finance in Saudi Arabia. The HR & Finance Administrator plays a vital, multi-faceted role in ensuring the smooth, daily operations of the entity in Dammam.

Principal Duties & Responsibilities

Administration Responsibilities

• Manage day-to-day office administration, including reception, telephone calls, visitor management, conference room coordination, mail handling, filing, document preparation, and general office support.
• Translate routine correspondence and documents from English to Arabic, coordinating external translation providers for complex documents when required.
• Monitor office supplies, stationery, refreshments, cleaning materials, and office consumables, and arrange replenishment in accordance with company procedures.
• Identify and manage suppliers for the production of business cards, brochures, posters, and other marketing materials as required.
• Liaise with building management and service providers to coordinate office maintenance, repairs, and preventive maintenance activities.
• Maintain office safety, security and building access systems.
• Coordinate administrative aspects of employee onboarding and offboarding, including induction arrangements, office access, biometric registration, employee directories, telephone lists, desk/office allocation and related office arrangements.
• Support HR/Legal team with translation, attestation, notarization, and legalization services as requested.
• Provide administrative support to the marketing team for events, promotional materials, gifts, brochures, and other departmental activities as required.
• Provide general administrative support to management and other departments as requested.

Human Resources Responsibilities

• Ensure the timely renewal and compliance of company licenses, registrations, government permits, and employee work authorization documents.
• Manage employee immigration and labour‑related processes, including work visas, Iqama issuance and renewals, sponsorship transfers, exit/re‑entry visas, final exit visas, and business travel visas.
• Provide visit visa documents as requested – invitation letters.
• Administer employee transactions through government platforms, including Qiwa, GOSI, HRSD, Muqeem, Absher, and other applicable government systems.
• Work with HR Manager to maintain/update employee records within government systems.
• Process GOSI registrations, salary updates, and employee deletions.
• Maintain accurate employee personnel files and ensure compliance with Saudi Labour Law, HRSD regulation and company policies.
• Liaise with government authorities, embassies, and approved service providers regarding employment, immigration, licensing, and regulatory matters.
• Monitor updates to Saudi Labour Law, immigration regulations and government procedures, advising HR Manager and supporting the implementation of regulatory updates.
• Prepare employment‑related letters, certificates, no‑objection certificates (NOCs), employment confirmations, and other HR documentation.
• Maintain accurate records of employee immigration status, work authorization, and government transactions.
• Maintain the confidentiality of employee records and sensitive HR information.
• Perform other HR duties as assigned.
• Maintain the Employee Re‑Entry (ERE) tracker, where applicable, and provide monthly reports to Payroll for applicable employee deductions.

Finance Responsibilities

• Manage office petty cash, ensuring appropriate approvals, accurate record‑keeping, reconciliation, and timely reporting to the Finance department.
• Download and issue individual mobile bills to employees to review and advise personal usage, maintain personal use tracker, and submit quarterly payroll deduction tracker to payroll team.
• Submit utility invoices (Saudi Electricity / Saudi Telecom), with supporting documents to finance team for payment processing.
• Process and manage vendor invoices, and ensure that necessary supporting documents and approval are in place before processing.
• Maintain records of expenses as per audit requirements.
• Customer invoicing, including e‑invoicing through ZATCA portal.
• Assist in internal and external audit – organizing, documenting, preparing, replying to audit queries.
• Perform other finance‑related administrative duties as assigned.

Knowledge, Skills and Abilities

• A self‑starter who keeps well informed about local immigration and legal formalities, who questions and validates information to ensure relevant and accurate information is available and shared, as necessary.
• An exceptional multitasker who is highly organized, methodical, and able to prioritize own work. Displays exceptional attention to detail and accuracy, even when handling multiple demands and working to tight deadlines.
• Has a proven track record of professionalism, is discreet, maintains confidential and sensitive information and always exercises the highest standards of ethics and integrity.
• Works well independently and within a team, with little supervision. Positively communicates and establishes relationships (across multiple cultural and geographic boundaries and time zones) and copes well with working remotely from the team and other departments.
• Possess exceptional attention to detail, interpersonal skills; clearly communicates, actively listens, and is respectful of others.
• Communicates fluently (verbal and written) in English and Arabic – essential.
• A valid Driving Licence converted for use in Saudi Arabia would be beneficial.

Education and Experience

• Degree in business administration or related field, 3 to 5 years of relevant experience in Saudi Arabia. Additional experience in immigration, HRSD and Saudi law – mandatory.
• Finance related experience.
• Highly proficient in standard Microsoft applications – Outlook, Word, Excel, PowerPoint and demonstrated experience in database management and record keeping.
• Working knowledge of government systems, portals and apps such as GOSI, MOL, MUQEEM, SAGIA, QIWA.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Required daily to stand, sit, walk, talk, hear, and see (specific close vision abilities are required to perform computer work).
• Required occasionally to stoop, kneel, crouch and crawl.
• Required daily to use hands and fingers and arms to reach (to operate a computer and telephone).
• Required occasionally to lift and/or move objects that are light to moderate.
• Required occasionally to travel (usually by air or road so may be required to sit for extended periods).

Working Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to work with moderate noise (i.e. business office with computers, phone, and printers, etc.).
• Ability to work in an open planned office / individual office.
• Ability to sit at a computer terminal for extended periods.
• Ability to sit in a car or on a plane for extended periods.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

CELEROS Flow Technology is an equal opportunity employer.