Job Description

Roles & Responsibilities

Key Responsibilities

Office Administration & Daily Operations

• Run the full daily administrative cycle of the office independently.
• Handle professional correspondence (email and phone) with customers, suppliers, couriers, and service partners drafting, replying, and following up to closure.
• Coordinate meetings, visitors, and travel arrangements when required.
• Maintain office supplies, manage relationships with service providers, and ensure the office environment runs smoothly.

Document Control & Filing

• Own the company's filing system (soft and hard copy) for quotations, purchase orders, invoices, delivery notes, shipping documents, HR letters, supplier records, and internal forms.
• Apply consistent naming conventions, version control, and folder structures so any document can be located in seconds.
• Maintain accurate logs and registers (incoming/outgoing correspondence, deliveries, document archive).

Logistics, Shipping & Outdoor Coordination

• Coordinate inbound and outbound shipments: courier booking, AWB tracking, customs documentation handoff, delivery confirmation, and document collection.
• Assign and supervise outdoor errands (deliveries, collections, bank visits, government offices, supplier pickups) through the outdoor admin clerk.
• Ensure every outdoor task is closed with documented proof receipts, stamped papers, reference numbers, or signed confirmations and recorded in the task log.

Procurement & Supplier Follow-Up Support

• Support the procurement cycle by chasing supplier quotations, confirming order acknowledgments, following up delivery dates, and ensuring all related documents (PO, invoice, delivery note, packing list) are properly collected and filed.
• Maintain organized supplier records and contact lists.

HR Administration Support

• Maintain employee files, onboarding paperwork, and attendance-related administrative records.
• Prepare standard HR letters, forms, and internal memos under guidance from management.
• Coordinate logistics for team meetings, training sessions, and internal events.

Accounting Documentation Support

• Collect, organize, and hand off invoices, receipts, supplier documents, and expense records to support the finance function.
• Ensure no document is missing or misfiled when finance needs to process payments or reconcile records.

Task Tracking & Reporting (Critical)

• Maintain a structured Master Task Log covering all open items, with priorities, due dates, next actions, follow-up dates, and closure evidence.
• Produce a short daily progress update and a weekly summary for management clear status, what was closed, what is pending, and what's next.
• Close tasks with evidence (reference number, link, file path, or signed proof) verbal "done" is not enough.

Desired Candidate Profile

Requirements

Education

• Bachelor's degree from an accredited university - preferably in Business Administration, Management, Accounting, Commerce, Languages, or a related discipline.
• Strong graduates from other faculties are welcome to apply if their experience and skills match the role.

Experience & Skills

• 3+ years' experience in administration or office coordination, ideally in an engineering, industrial, or contracting environment.
• Proven follow-up discipline - able to manage multiple open items without losing track and close them without reminders.
• High attention to detail with names, dates, reference numbers, and filing accuracy.
• Professional written and spoken Arabic and English, with the ability to draft clear, business-appropriate emails.
• Strong MS Office skills (Word, Excel, Outlook) - comfortable building task logs and tracking sheets in Excel.
• Comfortable with cloud filing systems (OneDrive, Google Drive, SharePoint).
• Confident handling multiple priorities under deadline pressure without dropping items.

Personal Qualities

• Self-managed and accountable - takes ownership from request to closure.
• Structured and methodical - works from lists and logs, not memory.
• Professional, calm, and reliable in communication with customers, suppliers, and colleagues.
• Discreet with confidential business and HR information.