Admin Coordinator - Heavy Equipment Registration and Inspection

Position Overview

We are seeking a detail-oriented and highly organized Admin Coordinator - Heavy Equipment Registration and Inspection to join our corporate team in Riyadh, Saudi Arabia. In this critical role, you will serve as the central point of contact for managing the registration and inspection processes of heavy equipment, ensuring compliance with regulatory standards and seamless coordination between clients, government authorities, and internal departments. Your responsibilities will include verifying documentation, scheduling inspections, tracking application statuses, and maintaining meticulous records to support operational efficiency and regulatory adherence.

Key Responsibilities

As an Admin Coordinator, your core duties will encompass the following:

• Registration and Documentation Management: Receive and meticulously review heavy equipment registration requests from the SASO (Saudi Standards, Metrology and Quality Organization) and the HERC (Heavy Equipment Registration Center). Verify the accuracy of equipment details, ownership documents, identification numbers, and all supporting paperwork to ensure compliance with regulatory requirements.
• Inspection Coordination: Schedule and coordinate inspection appointments for heavy equipment with authorized centers, ensuring timely completion of mandatory assessments. Act as a liaison between clients, inspection centers, and internal teams to facilitate smooth and efficient processes.
• Stakeholder Communication: Maintain clear and professional communication with clients, government authorities, inspection centers, and internal departments. Provide timely updates on appointment dates, required documents, and procedural changes, while addressing inquiries and resolving issues proactively.
• Status Tracking and Follow-Up: Monitor the progress of each registration and inspection request, tracking pending applications, missing documents, inspection results, and approvals. Escalate delays, compliance concerns, or document issues to senior management for resolution, ensuring minimal disruption to operations.
• Record-Keeping and Reporting: Maintain accurate and up-to-date records of equipment registrations, inspection appointments, certificates, and all correspondence. Prepare and submit regular reports on submitted requests, completed inspections, pending cases, and rejected applications to support data-driven decision-making.
• Administrative Support: Handle all administrative tasks, including managing correspondence via email and phone, filing documents, and ensuring compliance with internal and external regulations. Assist in preparing documentation for audits and regulatory reviews as needed.

Qualifications and Skills

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

• Educational Background: A diploma or bachelor’s degree in Business Administration, Office Administration, Logistics, or a related field is required. Additional certifications in regulatory compliance or project coordination are advantageous.
• Professional Experience: Prior experience in administrative coordination, equipment registration, inspection coordination, or a similar administrative role is highly preferred. Familiarity with regulatory frameworks and government liaison processes is a strong asset.
• Technical Proficiency: Demonstrated proficiency in Microsoft Office applications, particularly Excel for data management, Word for documentation, and Outlook for communication, is essential. Experience with specialized software for equipment registration or compliance tracking is desirable.
• Soft Skills: Exceptional organizational, follow-up, and time-management skills are critical to managing multiple tasks and deadlines. Strong written and verbal communication skills are necessary for interacting with diverse stakeholders. Attention to detail and problem-solving abilities will ensure accuracy and efficiency in your work.
• Work Environment: This position is based in Riyadh, Saudi Arabia, with a hybrid working model that includes both office and remote work. The role is full-time and offers a competitive benefits package aligned with industry standards.

Why Join Us?

As a member of TÜV SÜD for Safety Engineering LLC, you will be part of a globally recognized organization committed to enhancing safety, quality, and sustainability across industries. This role offers the opportunity to contribute to critical infrastructure projects while developing your administrative and coordination skills in a dynamic and professional environment. If you are a proactive individual with a passion for operational excellence, we encourage you to apply and become an integral part of our team.