Administrative Specialist

Position Overview

We are seeking a highly organized and detail-oriented Administrative Specialist to provide comprehensive administrative and office support for the Villa Compound Project located in Jubail, Saudi Arabia. In this pivotal role, you will play a critical part in ensuring the seamless operation of daily activities by managing documentation, facilitating communication, coordinating logistics, and supporting project staff. Your contributions will be instrumental in maintaining efficiency, accuracy, and professionalism across all administrative functions.

Key Responsibilities

The successful candidate will be responsible for a wide range of administrative duties, including:

• Document Management: Maintain and organize project files, records, and documents to ensure compliance with established procedures and easy accessibility for team members.
• Correspondence & Reporting: Draft, edit, and distribute professional correspondence, reports, and meeting minutes with precision and timeliness.
• Office Coordination: Act as a central point of contact for office activities, providing logistical support to project staff and ensuring that administrative processes run smoothly.
• Communication Hub: Handle incoming calls, emails, and visitor inquiries with professionalism, ensuring prompt and courteous responses to internal and external stakeholders.
• Supply Management: Monitor office supply levels, coordinate procurement requests, and ensure adequate resources are available to support daily operations.
• Administrative Reporting: Assist in compiling timesheets, attendance records, and other administrative reports to support project management and HR functions.
• Calendar & Meeting Management: Schedule meetings, coordinate logistics, and maintain executive calendars to optimize productivity and ensure alignment with project timelines.
• Compliance & Filing: Implement and adhere to document control and filing procedures to maintain confidentiality, security, and regulatory compliance.
• Cross-Functional Support: Provide administrative assistance to HR and logistics teams as needed, contributing to the overall success of the project.

Qualifications & Requirements

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

• A Diploma or Bachelor’s degree in Business Administration, Office Management, or a related field.
• 1-3 years of relevant experience in administrative support, preferably in a corporate, construction, or project-based environment.
• Fluency in both Arabic and English, with excellent written and verbal communication skills to interact effectively with diverse stakeholders.
• Technical Proficiency: Strong working knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with document management systems.
• Organizational Excellence: Demonstrated ability to prioritize tasks, manage multiple deadlines, and maintain meticulous attention to detail in a fast-paced setting.
• Collaborative Mindset: A proactive team player who thrives in a collaborative environment and contributes positively to group dynamics.

Preferred Qualifications

While not mandatory, the following attributes will enhance your candidacy:

• Prior experience in document control, project administration, or construction/facilities management, particularly within residential compound projects.
• Familiarity with project management software or enterprise resource planning (ERP) systems.
• Strong problem-solving skills and the ability to anticipate administrative needs before they arise.

If you are a dedicated professional with a passion for administrative excellence and a commitment to supporting high-impact projects, we invite you to apply for this opportunity to contribute to the success of the Villa Compound Project in Jubail.