Office & Operations Coordinator

FileCloud; Riyadh; On-site; SAR 60,000 - 90,000; Full time

Benefits offered by this job

Annual bonus

20 days PTO

Wellbeing stipend

Lunch provided

Hardware reimbursement

Job summary

FileCloud is recruiting an Office Operations Coordinator for an onsite role in Riyadh. The candidate will manage day-to-day office execution, facility logistics, vendor follow-ups, procurement administration, document control, and renewal tracking.

Reporting locally to the Managing Director, you will collaborate with HR, Finance and IT to ensure smooth operations. Ideal candidates have 3–5 years of relevant experience in Saudi Arabia, hold a diploma or bachelor’s in business administration or

Qualifications

• 3-5 years of relevant experience in office administration, operations coordination, employee services, or comparable roles in Saudi Arabia.
• A diploma or bachelor's degree in business administration, operations, human resources, finance or related discipline, or equivalent practical experience.
• Fluent Arabic and strong business English, both written and spoken.
• Strong working knowledge of Microsoft 365, particularly Outlook, Teams, Word, Excel and PowerPoint.
• Demonstrated ability to build and maintain accurate trackers, organise documents, monitor deadlines and close follow-up actions.

Responsibilities

• Maintain office readiness including access, meeting rooms, supplies, visitors, and basic facilities.
• Coordinate serviced-office provider and local vendors, practical employee and leadership-visit logistics, and current vendor/service records.
• Coordinate interview schedules and local recruitment logistics.
• Run onboarding checklist and follow up on workspace equipment, access, insurance, employment documents, and iqama or visa administration.
• Maintain master renewal calendar with 60-, 30-, and 14-day alerts.
• Track document requests, prepare routine document packs, obtain signatures and follow up with HR, Finance, legal advisers and government-relations.
• Obtain quotations, prepare purchase-support documents and track approvals.
• Ensure invoices and expense submissions have supporting documents and evidence of receipt, then route through Finance process.
• Maintain office-spend tracker and follow up on deliveries without unauthorised commitments.
• Coordinate meetings, leadership visits, travel, and working sessions.
• Prepare agendas, capture actions, maintain owner-and-deadline logs, and support company events in Saudi Arabia.
• Provide weekly status of deadlines, blockers, overdue items and required decisions.

Skills

Fluent Arabic

Business English

Tracker management

Executive support

Cross-functional coordination

Education

Diploma or Bachelor's in Business Administration or related

Tools

Microsoft 365

Job description

FileCloud is looking for a full-time office-based Office Operations Coordinator in Riyadh Saudi Arabia with 3 5 years of experience to manage day-to-day office execution facility logistics vendor follow‑ups procurement administration document control and renewal tracking Reporting locally to the Managing Director while collaborating with the global team in this position you will conduct routine administrative tracking document preparation and cross‑functional coordination across HR Finance and IT while functional leaders maintain technical oversight

Key Duties & Responsibilities

• Maintain office readiness including access meeting rooms supplies visitors and basic facilities
• Coordinate the serviced-office provider and local vendors practical employee and leadership-visit logistics and current vendor and service records
• Coordinate interview schedules and local recruitment logistics
• Run the onboarding checklist and follow up on workspace equipment access insurance employment documents and iqama or visa administration through approved HR and government-relations processes
• Maintain the master renewal calendar with agreed 60- 30- and 14-day alerts
• Track document requests prepare routine document packs obtain signatures through approved processes and follow up with HR Finance legal advisers and the government-relations provider
• Obtain quotations prepare purchase-support documents and track approvals
• Confirm that invoices and expense submissions contain the required supporting documents and evidence of receipt then route them through the approved Finance process
• Maintain the office-spend tracker and follow up on deliveries without creating unauthorised commitments
• The role does not provide accounting approval determine accounting treatment or authorise payment
• Coordinate selected meetings leadership visits travel and working sessions
• Prepare agendas capture actions maintain owner‑and‑deadline logs produce concise updates and support occasional company events and initiatives in Saudi Arabia
• Maintain accurate access‑controlled trackers and repositories for vendors employees renewals procurement and open actions
• Provide a concise weekly status of deadlines blockers overdue items and required decisions
• Prepare documentation within approved authority and escape legal tax accounting payroll employment‑law regulatory and unbudgeted‑spend decisions
• Government‑platform transactions may be completed only under documented delegation and after approval from the accountable functional owner
• Follow approved delegation confidentiality and credential controls for any platform access
• Coordinate and administer approved processes without assuming specialist functional accountability
• The role does not approve payments sign contracts calculate payroll prepare tax returns determine HR policy or make employee‑relations legal accounting or regulatory decisions

What We Offer

• Be part of a team of passionate committed individuals dedicated to building a world‑class product
• Dedicated time for training and education opportunities
• A mentorship model wherein your mentor and team support your development
• A competitive salary with an annual bonus
• This is an onsite position with working hours from Sunday through Friday 8 00 AM to 6 00 PM local time
• Please note that schedule hours may be subject to operational changes
• 20 days of paid time off which increases by a further 2 days after 3 years of service and 3 days after 5 years of service in addition to 10 public holidays in your country
• Paid day off on your birthday or on an alternative day if your birthday falls outside a typical working day
• Paid day off to volunteer with the charity of your choice
• Paid monthly internet cost as well as lunch and a wellbeing stipend provided
• Reimbursement of all hardware costs associated with the role
• Please note that we conduct background security checks for everyone joining our team
• AI‑assisted screening may be used during the application review process

Qualifications and Experience

• 3-5 years of relevant experience in office administration, operations coordination, employee services, executive support or a comparable role in Saudi Arabia.
• A diploma or bachelor's degree in business administration, operations, human resources, finance or a related discipline, or equivalent practical experience.
• Fluent Arabic and strong business English, both written and spoken.
• Strong working knowledge of Microsoft 365, particularly Outlook, Teams, Word, Excel and PowerPoint.
• Demonstrated ability to build and maintain accurate trackers, organise documents, monitor deadlines and close follow‑up actions.
• Professional judgement, discretion and comfort handling employee, vendor and company‑confidential information.
• Ability to work with limited supervision, manage changing priorities and expedite issues clearly and early.
• Experience in a multinational, technology, professional‑services or scaling business is preferred.
• Exposure to Saudi government platforms, employee onboarding, medical insurance, visa or iqama administration, vendor sourcing and invoice support is preferred.
• Riyadh‑based or able to work regularly from the Riyadh office.