Office Administrator (Saudi)

Position Overview

We are seeking a highly organized and proactive Office Administrator to join our Engineering & Maintenance Department. In this pivotal role, you will serve as the backbone of departmental operations by providing comprehensive administrative, secretarial, and clerical support to the Maintenance Manager and the team. Your responsibilities will encompass coordinating interdepartmental communications, managing documentation, and ensuring the seamless execution of daily administrative tasks. This position is ideal for a detail-oriented professional with strong multitasking abilities and a commitment to maintaining efficient workflows in a dynamic corporate environment.

Key Responsibilities

The Office Administrator will play a critical role in facilitating the smooth functioning of the Engineering & Maintenance Department through the following duties:

• Interdepartmental Coordination: Act as a liaison between the Engineering & Maintenance Department and other departments to ensure effective communication and collaboration.
• Documentation and Reporting: Prepare, edit, and distribute professional reports, memos, letters, meeting minutes, and presentations using Microsoft Office applications, including Word, Excel, and PowerPoint.
• Correspondence Management: Handle incoming and outgoing correspondence, including document distribution, copying, scanning, and filing, while maintaining strict confidentiality and organization.
• Record Maintenance: Oversee the management of departmental records, databases, asset files, maintenance logs, and document control systems to ensure accuracy and accessibility.
• Calendar and Meeting Coordination: Organize meetings, appointments, travel arrangements, and departmental calendars to optimize the team’s productivity and time management.
• Task Follow-Up: Monitor and follow up with maintenance supervisors and team members regarding reports, work orders, and pending tasks to ensure timely completion and accountability.
• SAP System Management: Execute and manage SAP transactions related to the Engineering & Maintenance Department, including purchase requisitions, service requests, goods receipts, and other departmental processes.
• Procurement and Finance Liaison: Coordinate with Procurement and Finance teams to process maintenance-related purchase requests, quotations, purchase orders, invoices, and payments efficiently.
• Invoice Processing and Tracking: Assist in the processing and tracking of maintenance invoices from initiation to final payment, ensuring compliance with company policies and procedures.
• Preventive Maintenance Oversight: Maintain accurate records of preventive maintenance schedules, service contracts, equipment documentation, and calibration certificates to support operational compliance and asset management.
• Employee Documentation: Prepare and submit leave requests, permissions, overtime records, and other employee-related documents after obtaining necessary approvals from the Maintenance Manager.
• Document Archiving: Maintain and archive all departmental documents in accordance with company policies, ensuring confidentiality, proper document control, and adherence to regulatory standards.
• Cross-Functional Support: Provide administrative assistance to cross-functional projects, contributing to the efficient operation of the Engineering & Maintenance Department and supporting broader organizational goals.
• Ad Hoc Duties: Perform any additional administrative tasks as assigned by the Maintenance Manager to support the department’s objectives and operational needs.

Qualifications and Experience

To excel in this role, candidates must meet the following criteria:

• Education: A Bachelor’s Degree from an accredited institution.
• Experience: A minimum of 1 to 2 years of relevant experience in an administrative or office support role within a large organization, preferably in an engineering, maintenance, or facilities management environment.

Ideal Candidate Profile

The successful candidate will possess exceptional organizational skills, a keen eye for detail, and the ability to manage multiple priorities in a fast-paced setting. Proficiency in Microsoft Office Suite, particularly Word, Excel, and PowerPoint, is essential. Familiarity with SAP or similar enterprise resource planning (ERP) systems is a strong advantage. Strong communication skills, both written and verbal, are required to interact effectively with internal and external stakeholders. The ability to maintain confidentiality, exercise discretion, and work independently with minimal supervision is critical. Additionally, a proactive approach to problem-solving and a commitment to continuous improvement will contribute to your success in this role.