HR & Finance Administrator

Celeros Flow Technology LLC; Eastern Province; On-site; SAR 67,000 - 134,000; Full time

Job summary

Celeros Flow Technology LLC is seeking an HR & Finance Administrator in Dammam, Saudi Arabia to oversee a combination of administration, human resources and financial tasks. The role requires handling licenses, visas, payroll support, vendor invoices, and office coordination for daily operations.

The ideal candidate will be fluent in English and Arabic, possess a degree in business administration, and have 3–5 years of relevant experience in Saudi Arabia.

Qualifications

• Degree in business administration or related field.
• 3–5 years of relevant experience in Saudi Arabia.
• Additional experience in immigration, HRSD, and Saudi law is mandatory.
• Finance-related experience.
• Highly proficient in Microsoft Office; database management and record keeping.
• Working knowledge of government systems/portals such as GOSI, MOL, MUQEEM, SAGIA, QIWA.

Responsibilities

• Manage day-to-day administration including reception, visitor management, mail handling and general office support.
• Translate routine correspondence English-Arabic and coordinate with translation providers for complex documents.
• Monitor office supplies and coordinate replenishment per company procedures.
• Coordinate onboarding and offboarding administrative tasks including access, directories and office arrangements.
• Support HR/Legal with translation, attestation, notarization and legalization services.
• Provide administrative support to marketing and other departments as required.
• Manage employee immigration and labour-related processes including visas and iqama renewals.
• Process government platform transactions and maintain employee records with confidentiality.
• Handle finance-related duties including petty cash, vendor invoices, and utility bills.

Skills

Self-starter

Multitasker

Attention to detail

Professionalism

Team collaboration

English & Arabic fluency

Driving license (Saudi Arabia)

Education

Degree in business administration or related field

Tools

Microsoft Office

GOSI / Muqeem / Qiwa portals

Job description

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

PRINCIPAL DUTIES

Administration

• 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 preventative 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

• 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 deletion
• 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

• Manage office petty cash ensuring appropriate approvals accurate recordkeeping 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 submitting 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 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