Senior Administrator

UrbaCon Contracting & Trading Company; Saudi Arabia; On-site; SAR 200,000 - 300,000; Full time

Job summary

A leading contracting and trading firm in Saudi Arabia is seeking a Senior Administrator to provide vital office and administrative support. The role involves managing appointments, handling correspondence, and ensuring efficient document handling. Candidates should have at least 5 years of working experience, strong knowledge of office administration, and proficiency in computer applications, including ERP systems like SAP. This position offers a chance to contribute to the organization's success while enhancing your skills in a dynamic work environment.

Qualifications

• Minimum 5 years working experience, 3 years relevant working experience, 2 years in GCC is a plus.
• Knowledge and experience in delegation of authority and responsibility.
• Knowledge of information gathering and monitoring.

Responsibilities

• Provide professional support to the direct supervisor.
• Maintain a log of visitors and appointments.
• Prepare reports and presentations upon request.

Skills

Knowledge in office administration

Excellent working knowledge of English (oral and written)

High proficiency in Computer Office Applications

ERP knowledge preferably SAP functional skills

Education

Bachelor's Degree in Business Administration or related field

Tools

MS Excel

MS Word

Job description

Job Summary

The Senior Administrator provides office and administration support through providing excellent customer service, handling information requests, performing clerical functions such as preparing correspondence, arranging conference calls and scheduling meetings and fulfilling all administration requirements assigned.

Job Responsibilities 1

Ensure to remain professional and approachable at all times, provide excellent customer service to all visitors.

Act as a face of the organization to increase organization branding internally and externally.

Maintain a scheduler to help organize appointments with the direct supervisor and give necessary advice / reminder on a daily basis and ensure critical meetings are not missed.

Check admission of guests without appointments for the direct supervisor on a daily basis.

Maintain a log of visitors and appointments for easy reference on a daily basis.

Confidentially and accurately distribute, record or file correspondences, calls or queries at all times to ensure efficient traceability of all documents handled in the direct supervisor’s office.

Ensure that documents for the department are distributed to the concerned personnel on a timely manner on a daily basis.

Ensure that documents for the direct supervisor are properly screened / and organized in the signature file on daily basis.

Record all distributed documents and monitor actions taken for correspondence that require reply on a daily basis.

Advise the direct supervisor for any documents / matters that require immediate attention on daily basis.

Screen and forward approved calls to the direct supervisor on a daily basis.

Monitor all documents coming in or leaving the department in compliance to the quality management system at all times.

Ensure proper dissemination of mails to the department on daily basis.

Ensure that couriers / packages are delivered / received on a timely manner.

Collate data or prepare professional reports, memos or presentations as and when requested by the supervisor within the established time frame with minimal errors.

Support the implementation of HSE initiatives, participate in safety awareness activities, and contribute to incident reporting and resolution in alignment with company and IMS policies.

Job Knowledge & Skills

• Knowledge in office administration
• Knowledge and experience in delegation of authority and responsibility
• Knowledge of information gathering and monitoring
• Excellent working knowledge of English (oral and written)
• High proficiency in Computer Office Applications and Programs (MS Excel, Word etc.)
• ERP knowledge preferably SAP functional skills are a requirement to be successful in this role.

Job Experience

Minimum 5 year(s) working experience, 3 year(s) relevant working experience, 2 year(s) GCC is a plus.

Competencies

• Drive Cost Optimization
• Build High-Performing Teams
• Livestock Operations L5
• Resilience
• Quality
• Leadership
• Clerical Documentation Tools L2
• Calendar Maintenance L2
• Document & Record Control L2
• Data Analysis L2
• Administrative Document Design L2

Education

Bachelor's Degree in Business Administration or any related field.