Specialist - Admin and Business Support

Role Overview

As a Specialist – Admin and Business Support, you will play a pivotal role in ensuring the seamless execution of administrative and business support functions across utility operations. This position is designed to enhance operational efficiency, foster effective stakeholder communication, and maintain robust administrative systems that align with organizational goals and client service excellence. Your contributions will directly support the strategic objectives of the organization while ensuring compliance with regulatory standards and industry best practices.

Key Responsibilities

The Specialist – Admin and Business Support will be responsible for a diverse range of functions, including:

• Administrative Management: Oversee daily administrative operations, including document management, filing systems, and correspondence handling. Ensure the maintenance of secure and organized systems for all operational documentation to facilitate audit compliance and operational transparency.
• Process Optimization: Develop and implement standard operating procedures (SOPs) and administrative best practices to streamline business processes. Conduct regular reviews to identify opportunities for efficiency improvements and operational enhancements.
• Executive Support: Provide high-level administrative assistance to senior management, including calendar management, meeting coordination, preparation of executive reports, budget planning, and cross-functional project coordination. Act as a trusted liaison to ensure seamless communication and alignment across departments.
• Stakeholder Communication: Serve as the primary point of contact for internal and external stakeholders. Manage communications, ensure timely follow-up, and provide immediate notifications for operational changes with clear and concise explanations to maintain transparency and accountability.
• Data Management and Reporting: Maintain accurate databases and generate regular reports on administrative metrics, business performance indicators, and operational statistics. Develop in-depth analysis reports with trend identification to support data-driven decision-making.
• Enterprise System Support: Assist in the implementation and optimization of enterprise systems. Act as a liaison between technology and operations teams, troubleshoot issues, and develop user guides to enhance system usability and efficiency.
• Training Coordination: Support training initiatives by maintaining detailed records, developing training materials and user guides, and coordinating with external providers to meet professional development requirements for the team.
• Project Support: Contribute to business projects by coordinating timelines, resources, and documentation. Participate in cross-departmental meetings to provide administrative insights that inform strategic decision-making processes.
• Compliance and Risk Management: Ensure all administrative activities comply with company policies and regulatory requirements. Support risk assessment frameworks, emergency response protocols, and incident documentation processes to mitigate operational risks.
• Budget and Vendor Management: Manage administrative budgets, coordinate vendor relationships, evaluate performance against service agreements, support contract negotiations, and optimize procurement and cost management initiatives to drive financial efficiency.
• Continuous Improvement: Analyze administrative best practices and market trends to identify enhancement opportunities. Lead special projects as assigned and stay updated on industry standards to drive continuous improvement and innovation.

Qualifications and Skills

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

• Experience: 2-4 years of administrative and business support experience, preferably within marine operations or related technical industries.
• Education: Bachelor’s degree in Engineering, Business Administration, Renewable Energy, or a field related to Utilities.
• Technical Expertise: Experience in procurement, logistics coordination, or technical support roles with a strong emphasis on administrative functions.
• Stakeholder Management: Proven track record in managing relationships with stakeholders, vendors, and cross-functional teams to ensure alignment and operational success.
• Analytical Skills: Strong analytical abilities to interpret operational data and support informed decision-making processes.
• Industry Knowledge: Familiarity with maritime operations, procurement processes, and administrative best practices.

The ideal candidate will possess the following skills:

• Communication: Excellent written and verbal communication skills in both Arabic and English.
• Organizational Abilities: Strong organizational and time management skills to handle multiple priorities in a fast-paced environment.
• Problem-Solving: Demonstrated capability in problem-solving and analytical thinking to address operational challenges effectively.
• Technical Proficiency: Proficiency in MS Office Suite and Enterprise Resource Planning (ERP) systems.
• Attention to Detail: Meticulous attention to detail and accuracy in documentation and reporting.
• Adaptability: Ability to adapt to changing priorities and embrace a continuous learning mindset.
• Collaboration: Strong teamwork and coordination skills to foster a collaborative work environment.

Work Location

This position is based at the Red Sea Site, offering an opportunity to contribute to critical operations in a dynamic and strategic location.

Ideal Candidate Profile

We are seeking a highly organized and proactive administrative professional who thrives in a fast-paced operational environment. The ideal candidate will have a proven ability to support business operations, coordinate complex logistics, and deliver exceptional administrative services that drive organizational success. If you are a detail-oriented problem solver with a passion for optimizing processes and enhancing stakeholder relationships, we encourage you to apply for this exciting opportunity.