Administrative Specialist

Position Overview

We are seeking a detail-oriented and proactive Administrative Specialist to join our dynamic team. In this role, you will serve as the backbone of our administrative and HR operations, ensuring seamless coordination between departments while maintaining compliance with Saudi labor regulations. Your responsibilities will encompass a wide range of tasks, from managing attendance records and processing employment documentation to coordinating travel arrangements and generating critical reports. This position is ideal for an organized professional with a strong commitment to accuracy, confidentiality, and operational efficiency.

Key Responsibilities

• Administrative and HR Operations: Oversee daily administrative and HR functions, including the generation and validation of monthly timesheets based on attendance records. Collaborate with departments to ensure accurate attendance reporting and address any discrepancies promptly.
• Attendance and Overtime Management: Review monthly overtime hours entered in the system, identify inconsistencies, and take corrective action to maintain compliance with labor regulations.
• Visa and Immigration Coordination: Manage the entire lifecycle of visas, work permits, and immigration processes, including renewals, extensions, and cancellations. Work closely with third-party providers to ensure timely and accurate processing of all documentation.
• System and Transaction Processing: Execute transactions through key platforms such as Qiwa, Muqeem, and Ajeer, ensuring all processes adhere to regulatory and company standards.
• HR Documentation and Contract Management: Handle employment contracts, HR documentation, and sensitive employee records with the utmost confidentiality. Maintain up-to-date files and ensure all documentation complies with legal and company requirements.
• Travel and Logistics Support: Arrange flight bookings, travel itineraries, and airline ticket reservations for employees, ensuring cost-effective and efficient travel solutions.
• Reporting and Correspondence: Prepare HR and administrative reports, official correspondence, and documentation as required. Ensure all communications are clear, professional, and aligned with company policies.
• Compliance and Policy Adherence: Monitor and ensure compliance with company policies and Saudi labor regulations, acting as a trusted resource for internal departments on administrative and HR matters.

Qualifications and Skills

To excel in this role, you should possess the following qualifications and competencies:

• Education: A diploma or bachelor’s degree in Human Resources, Business Administration, or a related field is required.
• Experience: 0-2 years of relevant experience in an administrative or HR role, with a proven track record in managing complex documentation and processes.
• Technical Proficiency: Strong working knowledge of Microsoft Excel, including the ability to create reports, analyze data, and manage spreadsheets efficiently.
• Core Competencies:
  • Attention to Detail: A meticulous approach to tasks, ensuring accuracy in all documentation and processes.
  • Time Management: Exceptional ability to prioritize tasks, meet deadlines, and manage multiple responsibilities in a fast-paced environment.
  • Communication Skills: Excellent verbal and written communication skills, with the ability to liaise effectively with employees, departments, and external stakeholders.
  • Interpersonal Skills: Strong relationship-building abilities, fostering collaboration and trust across the organization.
  • Confidentiality: A high level of integrity and discretion when handling sensitive information.

Why Join Us?

As an Administrative Specialist, you will play a pivotal role in supporting our team and contributing to the success of our organization. This position offers the opportunity to develop valuable skills in HR and administrative management while working in a collaborative and professional environment. If you are a proactive individual with a passion for organization and compliance, we encourage you to apply and become an integral part of our team.