Administrative Coordinator

Join canasa: Driving Efficiency in Industrial Recycling and Waste Management

At canasa, we are a dynamic leader in industrial recycling, environmental services, and waste management based in Dammam’s 2nd Industrial City, Saudi Arabia. Our mission is to transform waste into value by processing and supplying over 20 categories of recyclable commodities—including ferrous and non-ferrous metals, industrial polymers, e-waste, and sealed compressors—while delivering end-to-end supply chain solutions and ensuring regulatory compliance for industrial plants, commercial facilities, and regional manufacturers. As part of our growing team, we are seeking a highly organized and detail-oriented Administrative Coordinator to streamline office operations and serve as the vital link between our Dammam yard, drivers, suppliers, and management.

This full-time, on-site role offers the opportunity to play a pivotal role in maintaining seamless operations within a fast-paced industrial environment. The Administrative Coordinator will be responsible for ensuring administrative precision, coordinating logistics, and facilitating smooth communication across all stakeholders. If you thrive in a dynamic setting where accuracy, multitasking, and bilingual fluency are key, this role is your chance to contribute to a company that values professionalism, reliability, and operational excellence.

Key Responsibilities

In this strategic position, your responsibilities will include:

• Financial and Invoicing Management: Prepare, issue, and meticulously follow up on customer invoices while ensuring supplier bills align with weigh tickets and purchase orders. Your work will directly support the accounts payable process, ensuring all documentation is accurate, complete, and ready for the accounting team.
• Logistics and Scheduling Coordination: Schedule pickups, site visits, meetings, and yard appointments with precision, ensuring seamless alignment between dispatch, gate operations, and clients. Your role will be critical in maintaining punctuality and operational efficiency.
• Document Control and Compliance: Maintain rigorous document control for contracts, commercial registrations, VAT records, weigh tickets, delivery notes, and correspondence. Your ability to retrieve any document instantly upon request will be essential in supporting regulatory compliance and operational transparency.
• Office Operations and Coordination: Oversee day-to-day office operations, including visitor reception, telephone and email management, supply ordering, and task delegation between the yard, drivers, and management. Your organizational skills will ensure that all administrative functions run smoothly and without delay.
• Data and Record Management: Keep registers, spreadsheets, and shared folders up-to-date, while proactively flagging expired documents, missing signatures, and overdue replies to prevent potential operational disruptions.
• On-Site Support: Assist with collections, visitor reception, and document execution directly at the Dammam yard, ensuring that all administrative tasks are executed with professionalism and efficiency.

Qualifications and Requirements

To excel in this role, you will bring:

• Proven Administrative Experience: A minimum of two years of experience in office administration, operations support, or a comparable coordinator role. Experience in a recycling yard, logistics office, industrial plant, or trading company is highly preferred.
• Attention to Detail: Demonstrated accuracy in handling invoices, purchase orders, filing systems, and Microsoft Excel. Your ability to manage complex data with precision will be indispensable.
• Bilingual Proficiency: Fluency in both Arabic and English, both written and spoken, is essential. Given the multicultural nature of our team—operating in Arabic, English, Hindi, Bengali, Urdu, and Tamil—your ability to communicate effectively will foster collaboration and clarity.
• Multitasking and Prioritization: The capacity to manage multiple concurrent tasks without missing deadlines, files, or follow-ups is critical. Your organizational skills will ensure that no detail is overlooked.
• Technical Proficiency: Proficiency in Microsoft Office, email systems, and shared drives is required. Familiarity with accounting software will be an added advantage.
• Legal Compliance: A valid, transferable Saudi Iqama is mandatory for this on-site position.

At canasa, we pride ourselves on operating with the highest standards of professionalism, reliability, and safety. Our commitment to our team is reflected in our transparent compensation practices, where wages are always paid on time, and comprehensive PPE and safety training are provided from day one. Join us in driving sustainable solutions and contributing to a diverse, inclusive environment where every voice is valued.