Office Administrator

confidential; Riyadh; On-site; SAR 40,000 - 60,000; Full time

Job summary

A leading firm in Riyadh is seeking an Office Administrator to oversee front desk operations, provide administrative support to the team, and ensure a welcoming office environment. The ideal candidate will have at least 3 years of experience in office administration, excellent communication skills in both English and Arabic, and a proactive attitude towards problem-solving. This role is crucial in maintaining office functionality and client relations.

Qualifications

• Minimum of 3 years of direct experience working as an office administrator.
• Presentable and professional appearance.
• Ability to multitask in a fast-paced environment.

Responsibilities

• Act as the primary point of contact for visitors, clients, and consultants.
• Support the daily operational needs of the Riyadh office.
• Maintain the cleanliness and organization of the reception and common areas.

Skills

Office administration experience

Proficiency in Microsoft Office Suite

Excellent communication skills in English and Arabic

Strong organizational skills

Customer-focused mindset

Job description

The Office Administrator will serve as the primary point of contact for clients, vendors, and staff in the Riyadh office, embodying our values, professionalism, and commitment to exceptional client service. This role is crucial in fostering connection among team members and creating a positive, welcoming office vibe. It supports a dynamic and fast‑paced environment by ensuring the workspace remains visually appealing, clean, and fully functional. The ideal candidate is easily approachable, proactive in offering assistance, and committed to finding solutions. They are enthusiastic about communication and service and thrive in a lively, team‑oriented atmosphere.

Key Responsibilities

Receptionist Duties & Visitors Management

• Front Desk Operations: Act as the primary point of contact for visitors, clients, and consultants, maintaining a warm, welcoming, and professional reception area.
• Visitor Support: Welcome guests and promptly inform the relevant team members of their arrival and arrange refreshments. Manage visitor coordination (enter visitors into building log, provide directions when necessary).
• Call Management: Handle and route incoming calls, support internal communication needs, and assist with inquiries from clients, project teams, and external consultants.

Administrative Support

• Support the daily operational needs of the Riyadh office.
• Provide comprehensive administrative support to the Managing Director, including calendar management, email monitoring, expense reporting, timesheet coordination, scheduling internal and external meetings, Annual Leave tracking, PDP support, preparation of proposals and presentations as required, and handling various other administrative tasks.

Office & Facility Management

• Office Presentation: Maintain the cleanliness and organization of the reception and common areas, ensuring a tidy and professional atmosphere.
• Mail & Courier Services: Handle all incoming and outgoing mail, including packages and couriers (e.g., FedEx), and distribute them to the appropriate parties.
• Supply Management: Monitor and order office supplies (stationery, groceries, etc.), ensuring the office is stocked with essential items. Process miscellaneous payments, ensuring all transactions adhere to established protocols.
• Office Equipment Management: Ensure office equipment (e.g., mouse, chargers, batteries) is available and in working order.
• Serve as the first point of contact for any office maintenance issues and oversee routine maintenance services, such as AC servicing, pest control, and water tap maintenance and repairs. Ensure regular maintenance schedules are followed, and necessary repairs are completed on time.

Onboarding Support

• Prepare welcome kits for new joiners, ensuring all necessary materials and onboarding information are provided.

General Administrative Support

• General Administrative and Office Support: Provide ad hoc administrative support to various departments, including photocopying, scanning, document preparation, filing, and scheduling as required.
• Address miscellaneous tasks as assigned by the office manager.

Skills

• Minimum of 3 years of direct experience working as an office administrator.
• Presentable and professional appearance, with the ability to represent the firm positively.
• Excellent verbal and written communication skills in English and Arabic.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with office equipment (printers, scanners, etc.).
• Strong organizational skills with the ability to multitask in a fast‑paced environment.
• Demonstrates a proactive attitude, anticipating needs and taking initiative to address tasks efficiently.
• Maintains a professional attitude and exercises discretion in handling confidential information.
• Customer‑focused mindset with a friendly, approachable attitude.
• Ability to step in to assist beyond general responsibilities.
• Ability to take initiative and be proactive.
• Capable of collaborating effectively within a team.