Office Administration jobs in Saudi Arabia

• Job Description:

Compliance Management:

-Ensure the organization complies with Saudi government regulations, industry standards, and any legal requirements.

-Stay updated on changes in laws, regulations, and governmental procedures and communicate these updates to relevant departments.

-Work closely with People and Legal teams to ensure all business operations align with regulatory requirements.

-Act as the main point of contact between the organization and various government agencies, fostering positive relationships to aid business operations.

-Manage and resolve any issues or concerns raised by government bodies, ensuring a proactive approach to maintaining good relations.

-Work closely with relevant departments to troubleshoot issues, resolve disputes, and manage crises with governmental bodies when necessary.

Permit and Licensing Management:

-Facilitate the processing, renewal, and cancellation of government permits, licenses, and approvals necessary for business operations.

-Coordinate with government authorities on applications for permits or licenses, ensuring that all required documentation is prepared accurately and submitted on time.

-Manage visa, work permit, and residency processes for expatriate employees, ensuring compliance with Saudi labor laws.

-Coordinate with HR to ensure the timely processing of employee visas, iqamas, and related documentation.

Strategic Partnership Development:

-Identify and build relationships with key government stakeholders, enhancing the organization’s network and influence in the industry.

-Facilitate strategic partnerships that align with the organization’s objectives and support future growth.

Policy and Process Development:

-Assist in developing internal policies and procedures to ensure compliance with government regulations.

-Collaborate with various departments to streamline processes related to government documentation, reporting, and renewals.

Documentation and Reporting:

-Oversee the preparation and submission of all required documentation, including compliance reports, permits, and certifications.

-Maintain accurate records of interactions with government agencies and track all correspondence for audit and compliance purposes.

Administrative Management:

-Supervise and coordinate the activities of administrative personnel, including office assistants and clerical staff.

-Develop and implement administrative procedures and policies to streamline operations and enhance efficiency.

-Manage employees’ needs and workplace look and feel.

-Oversee office supplies, inventory and procurement processes.

Office Management:

-Oversee facilities including parking management, and office facilities such as pantries and canteen.

-Welcome visitors to the office, responding to questions, and answering queries.

-Supporting the day-to-day organization of Office management.

-Day-to-day management of office suppliers, supporting payment management as required (invoicing and recharges).

-Management of deliveries and payment & reconciliation of petty cash.

-Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.

Travel & Logistics:

-Coordinate travel & logistics arrangements both internationally & domestically if required.

-Act as the point of contact/greet if in case of a business visit, such as Senior Leadership visit or external visitors to the business unit.

-Maintaining positive relationships with vendors of direct travel, such as car rentals, hotels, and airlines.

-Oversee travel accommodations, booking flights, hotels, car rentals, and coordinating activities.

-Managing and processing all travel-related documentation, including payments, itineraries, visas, medical, and legal forms.

-Assisting with any travel-related issues that may arise.

-Arranging travel accommodation for business visitors.

-Preparing and analyzing travel costs and budget reports.

Financial Management:

-Assist in budget preparation and monitoring for related expenses.

-Review and approve invoices, expense reports, and other financial documents related to Administration requirements.

• Qualifications:

Bachelor’s degree in business administration, Public Relations, or a related field.

• Experience:

-Required 5 years of experience in similar role at managerial level in government relations, administration, or a related field within the Saudi market.

-Must have a proven record of accomplishment of successfully managing interactions with government bodies, regulatory agencies, and other key stakeholders like the following:

-Saudi Ports Authority.

-Ministry of Transport and Logistic Services.

-Ministry of Human Resources and Social Development.

-General Organization for Social Insurance .

-Ministry of Interior.

-Ministry of Foreign Affairs.

-Ministry of Investment.

-Ministry of Commerce.

-Zakat, Tax and Customs Authority.

-Ministry of Health.

-Jeddah Municipality.

-Other Government Authorities when required.