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administrative assistant

autobia | أوتوبيا

<div>
 
 To provide comprehensive administrative and operational support to ensure the efficiency of daily workflows. This includes managing customer files, activating services, coordinating between clients and service providers, and supporting relevant teams while strictly adhering to the company&rsquo;s approved policies and procedures.
 
 
 
 
 
 
 Responsibilities:
 
 
 <ul>
 <li>
 Open new customer files, complete their data in the approved systems, and activate services and agreements according to established procedures.
 </li>
 <li>
 Verify the validity and completeness of customer documents and ensure they meet all regulatory requirements.
 </li>
 <li>
 Communicate with customers as needed to follow up on cases, resolve issues, and close complaints in coordination with service providers.
 </li>
 <li>
 Utilize company tools and systems to manage customer data, track requests, respond to inquiries, and generate operational reports for management.
 </li>
 </ul>
 
 
 
 
 
 Qualifications:&nbsp;
 
 
 <ul>
 <li>
 
 Education
 
 : Bachelor&rsquo;s degree or Diploma in BA, Finance, Marketing, or a related field.
 </li>
 </ul>
 
 
 
 <ul>
 <li>
 
 Skills:
 
 </li>
 </ul>
 <ol>
 <li>
 &nbsp;Proficiency in CRM systems and MS Office applications; ability to generate and analyze operational reports.
 </li>
 <li>
 Ability to extract and prepare accurate operational reports.
 </li>
 <li>
 High precision in reviewing documents and data entry.
 </li>
 <li>
 Strong communication and interpersonal skills; attention to detail; problem-solving ; ability to work under pressure and meet deadlines.
 
 </li>
 </ol>
</div>

Administrative Assistant

PULSE (EMEA REGION)

<div>
 Position Overview
 
 
 We are looking for a highly organized, detail-oriented, and reliable Administrative Assistant to join our growing remote operations team. This role is essential in supporting administrative processes across regional teams in the MENA region, including the UAE, Qatar, and Saudi Arabia.
 
 
 This is an entry-level opportunity designed for individuals who want to build a strong foundation in administrative support, operations coordination, data management, and workflow organization. The ideal candidate thrives in structured environments, values accuracy, and takes pride in maintaining organized and dependable systems.
 
 
 In this role, you will help ensure smooth day-to-day operations by managing records, updating trackers, monitoring workflows, and maintaining clear, accurate documentation. Your work will contribute directly to operational efficiency by ensuring information is complete, consistent, and accessible.
 
 
 No prior professional experience is required&mdash;training and structured guidance will be provided. Success in this role depends on attention to detail, consistency, accountability, and clear written communication.
 
 
 Key Responsibilities
 
 
 Administrative Data Management &amp; Record Keeping
 
 
 <ul>
 <li>
 Maintain and update spreadsheets and internal databases (Google Sheets / Excel)
 </li>
 <li>
 Review data for accuracy, completeness, and formatting consistency
 </li>
 <li>
 Standardize information across records (names, contact details, regions, notes)
 </li>
 <li>
 Identify duplicates, errors, and missing information
 </li>
 <li>
 Flag unclear or incomplete data for follow-up
 </li>
 <li>
 Organize files using structured naming conventions and folder systems
 </li>
 <li>
 Maintain logs of updates and corrections
 
 
 </li>
 </ul>
 Task &amp; Workflow Coordination
 
 
 <ul>
 <li>
 Review and categorize incoming administrative requests
 </li>
 <li>
 Assign or route tasks to appropriate team members
 </li>
 <li>
 Track tasks from assignment through completion
 </li>
 <li>
 Follow up on overdue or incomplete items
 </li>
 <li>
 Maintain clear status updates and documentation
 </li>
 <li>
 Communicate proactively when clarification is needed
 
 
 </li>
 </ul>
 Tracking, Logs &amp; Reporting
 
 
 <ul>
 <li>
 Update operational trackers for ongoing, pending, and completed work
 </li>
 <li>
 Log daily activities, issues, and follow-ups
 </li>
 <li>
 Prepare brief progress summaries
 </li>
 <li>
 Monitor recurring issues or workflow gaps
 </li>
 <li>
 Escalate inefficiencies or process concerns
 </li>
 <li>
 Support reporting with accurate, organized data
 
 
 </li>
 </ul>
 Scheduling &amp; Coordination Support
 
 
 <ul>
 <li>
 Assist with team availability and calendar updates
 </li>
 <li>
 Send reminders for deadlines and required actions
 </li>
 <li>
 Track onboarding steps, milestones, or checklist progress
 </li>
 <li>
 Support coordination to ensure no steps are missed
 
 
 </li>
 </ul>
 Quality Assurance &amp; Documentation
 
 
 <ul>
 <li>
 Review work for accuracy and compliance before submission
 </li>
 <li>
 Maintain consistent file structures and naming standards
 </li>
 <li>
 Ensure documents are organized and easy to access
 </li>
 <li>
 Support updates to internal documentation and SOPs
 </li>
 <li>
 Uphold high standards of data quality and organization
 
 
 </li>
 </ul>
 Performance Expectations
 
 
 <ul>
 <li>
 Maintain high accuracy with minimal errors
 </li>
 <li>
 Demonstrate strong attention to detail
 </li>
 <li>
 Deliver consistent output and reliable task completion
 </li>
 <li>
 Communicate clearly and professionally
 </li>
 <li>
 Follow up proactively on missing or unclear information
 </li>
 <li>
 Maintain strong organizational and file management habits
 </li>
 <li>
 Adhere to structured processes and SOPs
 </li>
 <li>
 Remain accountable in a remote work environment
 
 
 </li>
 </ul>
 
 Required Qualifications
 
 
 
 <ul>
 <li>
 Basic proficiency in Google Sheets or Microsoft Excel
 </li>
 <li>
 Strong written communication skills
 </li>
 <li>
 Ability to follow instructions carefully
 </li>
 <li>
 Detail-oriented with strong organizational skills
 </li>
 <li>
 Comfortable performing repetitive administrative tasks
 </li>
 <li>
 Ability to work independently in a remote setting
 </li>
 <li>
 Reliable internet connection and computer access
 </li>
 <li>
 Entry-level candidates welcome (training provided)
 
 
 </li>
 </ul>
 Work Details
 
 
 <ul>
 <li>
 Location: Fully Remote
 </li>
 <li>
 Region Supported: MENA (UAE, Qatar, Saudi Arabia)
 </li>
 <li>
 Schedule: Flexible with consistent availability required
 </li>
 <li>
 Hours: Full-time or part-time depending on workload
 </li>
 <li>
 Compensation: Based on experience and engagement
 
 
 </li>
 </ul>
 Ideal Candidate Profile
 
 
 <ul>
 <li>
 Starting a career in administration or operations
 </li>
 <li>
 Prefers structured, process-driven work
 </li>
 <li>
 Enjoys organizing data and maintaining systems
 </li>
 <li>
 Values consistency and accuracy
 </li>
 <li>
 Interested in a long-term remote career path
 
 
 </li>
 </ul>
 Growth &amp; Career Development
 
 
 <ul>
 <li>
 Gain experience in:
 </li>
 <li>
 Remote operations and workflow coordination
 </li>
 <li>
 Data and task management systems
 </li>
 <li>
 Internal reporting and documentation
 </li>
 <li>
 Potential career progression:
 </li>
 <li>
 Senior Administrative Assistant
 </li>
 <li>
 Operations Coordinator
 </li>
 <li>
 Quality Assurance Specialist
 </li>
 <li>
 Workflow Analyst
 </li>
 <li>
 Team Lead
 </li>
 <li>
 Operations Supervisor
 
 
 </li>
 </ul>
 Why Join Us?
 
 
 <ul>
 <li>
 100% remote work environment
 </li>
 <li>
 Entry-level friendly with full training
 </li>
 <li>
 Clear expectations and structured workflows
 </li>
 <li>
 Growth-focused team culture
 </li>
 <li>
 Exposure to MENA regional operations
 </li>
 <li>
 Long-term career development opportunities
 </li>
 <li>
 If you are organized, detail-driven, and looking for a stable remote role with growth potential, we encourage you to apply.
 
 
 </li>
 </ul>
 If you are organized, detail-oriented, and looking for a stable remote role with growth potential, we encourage you to apply.
</div>

Administrative Professional (Remote) - Operations & Office Support

Alkhorayef Petroleum Company

<div>
 
 
 
 Responsibilities:
 
 
 
 
 
 
 <ul>
 <li>
 Serve as the primary point of contact between the president and internal &amp; external stakeholders, handling correspondence emails, and phone calls in a timely and a professional manner.
 </li>
 <li>
 Plan and coordinate meetings and appointments including preparing agendas, gathering necessary materials, and ensure all participants are informed and prepared.
 </li>
 <li>
 Take accurate and concise minutes of meetings and distribute them to attendees.
 </li>
 <li>
 Responsible of the travel arrangements for the executive team including itineraries, accommodations, and transportation.
 </li>
 <li>
 Prepare and review documents, reports, presentations, and spreadsheets using appropriate software tools as needed.
 </li>
 <li>
 Follow up on action items on behalf of the president to ensure timely execution of tasks.
 </li>
 <li>
 Prepare to host senior executive visitors.
 </li>
 <li>
 Provide administrative support to the president and executive team in all day-to-day requirements.
 </li>
 <li>
 Manage and maintain confidential and sensitive information with the utmost discretion.
 </li>
 <li>
 Organize and prioritize tasks to ensure efficient time management and workflow.
 </li>
 <li>
 Perform other related duties as assigned.
 </li>
 </ul>
 
 
 
 
 
 Qualifications &amp; Skills:
 
 
 
 
 
 <ul>
 <li>
 Bachelor's degree in business administration or equivalent.
 </li>
 <li>
 At least 4 years of experience in the same role.
 </li>
 <li>
 Proven experience in executive administrative assistance, with a strong background in managing calendars, scheduling meetings, and arranging travels.
 </li>
 <li>
 Excellent communication and interpersonal skills.
 </li>
 <li>
 Strong organizational and time management skills.
 </li>
 <li>
 Ability to work independently and as part of a team.
 </li>
 <li>
 Proficiency in MS office.
 </li>
 <li>
 Fluent in Arabic &amp; English.
 </li>
 </ul>
</div>

Executive Secretary

Protectol Health

<div>
 
 Location:
 
 Dammam, Saudi Arabia
 
 
 
 Experience:
 
 1 &ndash; 4 Years.
 
 
 
 Nationality:
 
 Open to All Nationalities.
 
 
 
 Job Summary
 
 
 
 We are looking for a dynamic
 
 Operations Executive
 
 to support daily office and operational activities in our Dammam office. The role will involve visa coordination, administrative support, vendor coordination, and general operational tasks to ensure smooth business operations.
 
 
 
 Key Responsibilities
 
 
 
 <ul>
 <li>
 Handle employee visa processing and documentation, including new visas, renewals, cancellations, and related government procedures.
 </li>
 <li>
 Coordinate with PRO services, government portals, and relevant authorities for visa and documentation requirements.
 </li>
 <li>
 Support day-to-day office operations and ensure smooth administrative functioning.
 </li>
 <li>
 Manage office documentation, filing systems, and employee records.
 </li>
 <li>
 Coordinate with vendors, service providers, and suppliers for office requirements.
 </li>
 <li>
 Assist in procurement of office supplies and operational materials.
 </li>
 <li>
 Support HR and operations teams in documentation and employee coordination.
 </li>
 <li>
 Maintain records of licenses, permits, and company documents and track renewal dates.
 </li>
 <li>
 Assist management with operational reporting, data tracking, and coordination tasks.
 </li>
 <li>
 Handle general administrative tasks including scheduling, coordination, and office support.
 
 
 </li>
 </ul>
 
 Requirements
 
 
 
 <ul>
 <li>
 1&ndash;4 years of experience in operations, administration, or office coordination roles.
 </li>
 <li>
 Basic understanding of visa processes and documentation is preferred.
 </li>
 <li>
 Strong organizational and multitasking skills.
 </li>
 <li>
 Good communication and coordination abilities.
 </li>
 <li>
 Proficiency in MS Office (Excel, Word, Outlook).
 </li>
 <li>
 Ability to work in a fast-paced operational environment.
 </li>
 </ul>
</div>

Operations Executive

Air Arabia

<div>
 
 Job Purpose
 
 
 
 To provide day-to-day administrative support and coordination services to the Flight Operations &amp; Flight Training function/ team with objective of ensuring legality and readiness of Pilots. This includes smooth workflow and effective internal communication; follows up on all regulations encountered with licenses, trainings, and medical checks ensuring compliance with requirements of Airline policies and standards and the respective GACA regulations. In addition, to coordinate the Flight Crew training programs, course administration and monitoring of GACA approval expiries.
 
 
 
 Key Result Responsibilities
 
 
 
 <ul>
 <li>
 Coordinates the issuance, update and renewal of pilot&rsquo;s licenses and certificates to facilitate their work on daily basis. Continuously follows up with pilots on the renewal of licenses and passes to ensure compliance with Airline policies and GACA regulations.
 </li>
 <li>
 Coordinates with the Company Flight Surgeon for pilots&rsquo; Aero-medical check-up formalities, initial medical appointments and tracks medical expiries. Will proactively plan and coordinate to facilitate the renewal of medical certificates through the office of the Company Flight Surgeon.
 </li>
 <li>
 Updates the company system with necessary data, expiry dates and validations of licenses, medical cards and other documents as per required by the GACA for audit purposes.
 </li>
 <li>
 Maintains an accurate and up-to-date database of all function related records such as documents, licenses, appreciation letters, rosters, warnings, and reports such as the Captains&rsquo; Reports and &ldquo;Discretion Reports&rdquo; to be referred to whenever needed
 </li>
 <li>
 Generates regular and ad-hoc communication and notices for pilots as instructed by the line manager, this includes Notices to Pilots and the Joint Notices to pilots and cabin crew.
 </li>
 <li>
 Communicates and follows up with GACA to facilitate temporary validations, Air Law Exams and Licenses; coordinates with pilots for needed information and documents accordingly.
 </li>
 <li>
 Coordinates with HR on all matters related to pilots including but not limited to attendance, leave, business trips, claims, and letters.
 </li>
 <li>
 Prepare study materials for the new recruits and the respective needed documents for the PPC/Line Checks/Command Upgrades, etc.
 </li>
 <li>
 Assists the Line Manager in the preparation and closure of quality and external audit checks. Prepares necessary documents and records; follows up on corrective measures if any.
 </li>
 <li>
 Attends meetings when required, prepares, and communicates minutes of meeting as directed by the Line Manager. Assist pilots with any needed files or material timely and regularly.
 </li>
 <li>
 Acts as the focal point and coordinator for all the Flight Crew Training; reviews, recommends and participates in projects to create/enhance existing system, processes and policies which serve in enhancing the training environment.
 </li>
 <li>
 Maintains an accurate log of all Flight Crew Instructors/Examiners GACA approvals.
 
 
 </li>
 </ul>
 
 Qualifications (Academic, Training, Languages)
 
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree in management/administration or equivalent is preferred. With 2-3 years of related working experience in an administrative or coordination role in the operations department in any Airlines/Aviation.
 </li>
 <li>
 Financial skills such as invoice handling/ accounting are preferred.
 </li>
 <li>
 Proven skills in working with data and resources in a cost-effective manner.
 </li>
 <li>
 Cost-oriented, possess effective persuasive, negotiation and problem-solving skills.
 </li>
 <li>
 Dependable self-initiative, takes ownership, and displays energy and enthusiasm. Multi-task oriented with high attention to details.
 
 
 </li>
 </ul>
 
 Work Experience
 
 
 
 <ul>
 <li>
 A relevant 2-3 years of related working experience in an administrative or coordination role in the operations department in any industry, with experience in the Airlines/Aviation industry.
 </li>
 </ul>
</div>

Coordinator - Flight Operations & Training (Air Arabia Dammam - KSA)

GameChange Solar

<div>
 
 
 1. Daily Administrative Operations
 
 
 <ul>
 <li>
 Act as the
 
 single point of contact
 
 for all administrative tasks and office infrastructure.
 </li>
 <li>
 Ensure smooth daily operations of the office, including office supplies, service providers, and overall facility management.
 </li>
 <li>
 Oversee procurement and timely maintenance of office assets and infrastructure, ensuring alignment with
 
 industry regulations and compliance standards
 
 .
 </li>
 <li>
 Manage petty cash purchases, general repairs, and vendor coordination for routine maintenance.
 </li>
 <li>
 Support employee travel logistics and collaborate with internal stakeholders to ensure infrastructure and travel services meet operational and compliance requirements.
 </li>
 </ul>
 
 
 2. Vendor Management &amp; Procurement
 
 
 <ul>
 <li>
 Source, evaluate, and onboard vendors, including negotiating contracts and maintaining service quality.
 </li>
 <li>
 Oversee purchase order (PO) creation and invoice processing.
 </li>
 </ul>
 
 
 3. Health, Safety &amp; Environment (HSE) Audit
 
 
 <ul>
 <li>
 Coordinate local implementation of health and safety practices under guidance from the Risk Management team.
 </li>
 <li>
 Facilitate emergency drills, ergonomics support, and maintain first aid/CPR programs.
 </li>
 <li>
 Participate in the safety committee and maintain HSE equipment and documentation.
 </li>
 </ul>
 
 
 4. Agreements &amp; Contracts
 
 
 <ul>
 <li>
 Ensure timely renewals and execution of agreements with service providers and vendors.
 </li>
 </ul>
 
 
 5. Employee Travel Management
 
 
 <ul>
 <li>
 Act as the
 
 primary point of contact
 
 for all employee travel-related needs.
 </li>
 <li>
 Organize and manage domestic and international travel arrangements, including flights, accommodation, transportation, and necessary travel services.
 </li>
 <li>
 Ensure travel bookings are cost-effective, policy-compliant, and delivered in a timely manner.
 </li>
 <li>
 Coordinate closely with the Finance team for accurate and timely travel-related reimbursements and reconciliations
 </li>
 </ul>
 
 
 6. Events &amp; Exhibitions
 
 
 <ul>
 <li>
 Plan and execute company events, offsites, and exhibitions, including venue booking, logistics, and vendor coordination.
 </li>
 <li>
 Manage budgets, event setup/teardown, and ensure smooth event execution.
 </li>
 </ul>
 
 
 7. Manpower Handling
 
 
 <ul>
 <li>
 Oversee onboarding and training of contractual/in-house support staff.
 </li>
 <li>
 Monitor attendance, overtime, and salary disbursement coordination in collaboration with the staffing agency.
 </li>
 </ul>
 
 
 8. Real Estate &amp; Office Infrastructure
 
 
 <ul>
 <li>
 Identify and evaluate office space options aligned with business needs.
 </li>
 <li>
 Coordinate lease agreements, renewals, and infrastructure setup as per legal and operational standards.
 </li>
 </ul>
 
 
 9. Documentation &amp; Record Keeping
 
 
 <ul>
 <li>
 Maintain organized digital records of invoices, contracts, and front desk logs.
 </li>
 <li>
 Ensure updated documentation for audits and compliance.
 </li>
 </ul>
 
 
 Qualifications &amp; Skills:
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree in business administration, or related field.
 </li>
 <li>
 1-2 years of experience in office administration, vendor management, or operations.
 </li>
 <li>
 Ability to multitask, prioritize, and execute under pressure.
 </li>
 <li>
 Experience managing workplace health and safety programs.
 </li>
 <li>
 Prior involvement in real estate leasing and infrastructure setup.
 </li>
 <li>
 Exposure to managing travel and event logistics for large teams.
 </li>
 </ul>
 
 
</div>

Office Administrator

Apparel Group

<div>
 
 Position Objective
 
 
 
 Supporting the overall operations of the store and ensuring a seamless customer experience. This position involves assisting the Store Manager in various managerial tasks and taking charge in their absence. The Assistant Store Manager is responsible for overseeing daily operations, managing staff, achieving sales targets, and maintaining a high level of customer satisfaction.
 
 
 
 Key Responsibility
 
 
 
 Sales and Customer Focus:
 
 
 <ul>
 <li>
 Consider the needs of the customers at all times
 </li>
 <li>
 Implements a high standard of customer focus within the store
 </li>
 <li>
 Leads by example in all aspects of customer service
 </li>
 <li>
 Actively seeks ways to achieve or exceed shop sales targets
 </li>
 <li>
 Ensures all members of team have an understanding of KPIs and targets to be achieved
 </li>
 <li>
 Ensures any promotional offers, regarding stock, are implemented within the store
 </li>
 <li>
 Implement strategies effectively to drive sales in the store
 
 
 </li>
 </ul>
 
 Store Administration
 
 
 
 <ul>
 <li>
 Regularly audits own store administration and resolve any issues
 </li>
 <li>
 Implements, within own store, any changes in administration procedure positively and effectively
 </li>
 <li>
 Collaborate with the Store Manager to set and achieve sales targets.
 </li>
 <li>
 Monitor sales performance and analyze key performance indicators (KPIs).
 </li>
 <li>
 Implement sales strategies to maximize revenue and meet business goals.
 </li>
 <li>
 Oversee inventory control and merchandising to optimize product availability.
 </li>
 <li>
 Ensure accurate stock levels through regular stock checks and replenishment.
 </li>
 <li>
 Ensure that the store layout and presentation align with brand standards.
 
 
 </li>
 </ul>
 
 Presentation And Management
 
 
 
 <ul>
 <li>
 To ensure store has the correct stock package and required stock levels to maximize sales potential
 </li>
 <li>
 Ensures high standard of visual merchandising and maintenance amongst all staff
 </li>
 <li>
 Effectively communicates any changes in stock or store layout to all members of the team
 </li>
 <li>
 Ensure that each member follow the retail standard
 </li>
 <li>
 Maintaining the back store operation and replenishment of the merchandise
 
 
 </li>
 </ul>
 
 Staffing &amp; Team Performance Management
 
 
 
 <ul>
 <li>
 Monitors/ Manages schedules for salesperson work hours, vacations and days off
 </li>
 <li>
 Resolves salesperson complaint and concerns and provides ongoing performance feedback, counsels salesperson when necessary
 </li>
 <li>
 Encourage full participation of salesperson in creating store goals and developing plans
 </li>
 <li>
 Ensures store portrays the company image in all aspects of personal presentation and adheres to the company dress code as laid out by the Company
 </li>
 <li>
 Maintain the leave of the staff
 
 
 </li>
 </ul>
 
 Security
 
 
 
 <ul>
 <li>
 Ensures security procedures are adhered to throughout the store.
 </li>
 <li>
 Maintains a high standard of security awareness, regarding stock and money, within store.
 
 
 </li>
 </ul>
 
 Other Job Deliverables
 
 
 
 <ul>
 <li>
 Carry out corrective action / progressive discipline as necessary
 </li>
 <li>
 Demonstrate dependability, reliability and punctuality.
 </li>
 <li>
 Maintain strict confidence of all employee and employment-related information.
 </li>
 <li>
 Demonstrate the highest level of integrity and ethics in all the decision-making process.
 
 
 </li>
 </ul>
 
 Desired Experience
 
 
 
 The ideal Assistant Store Manager in a retail company should have 3+ years of progressive experience in customer centric role with strong management experience, leadership skills and problem-solving skills. Proven success in enhancing customer engagement, and achieving &amp; exceeding sales KPI targets for stores. A bachelor's degree in business administration, retail management, or a related field is preferred.
</div>

Assistant Store Manager

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