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administration coordinator

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administrative coordinator

Rentokil Initial

<div>The Administration Coordinator provides administrative support to the branch, handles front desk operations, liaises with internal and external stakeholders to effectively interpret and respond to their concerns and inquiries.
Rentokil Boecker's Administration Coordinator is held accountable for the below job responsibilities:<ul>
<li>Receive and screen verbal/written correspondence and greet visitors, answering questions, obtaining information and directing them to appropriate department or person.</li>
<li>Schedule appointments and assist in organizing meetings, trainings, conferences, exhibitions.</li>
<li>Order and maintain inventory of office supplies, equipment, and services while respecting internal procedures and contractual agreements.</li>
<li>Assist and follow up on office and accommodation's management, requests and maintenance issues.</li>
<li>Maintain accurate company address list.</li>
<li>Assist in fleet management (car registrations, maintenance, traffic fines, motor insurance, etc.).</li>
<li>Perform administrative and support duties to all departments when needed.</li>
<li>Assist in sourcing vendors for goods and services, to get the best possible quality, price, terms and service guarantee.</li>
<li>Review requisitions and check availability of items with suggested suppliers.</li>
<li>Receive purchased items and check quality, quantity and specifications.</li>
<li>Assist in sustaining proper inventory levels of office supplies.</li>
<li>Report and follow up on claims to suppliers for defective items, shortage, or missing parts.</li>
<li>Assist in forecasting requirements and order products to meet office demands.</li>
<li>Handle an effective physical and electronic archiving and filing system.</li>
</ul>Requirements<ul>
<li>Bachelor's Degree in Business Administration or equivalent.</li>
<li>At least 1 year of experience in Administration.</li>
<li>Proficiency in English and/or Arabic is a must.</li></ul></div>

Administration Coordinator

Parfums Christian Dior

<div>
 
 
 CONTEXT:
 
 
 
 Since 1947, the men and women of Parfums Christian Dior have embodied the founding "couturier-perfumer's" unique spirit of excellence, creativity and expertise, both in France and throughout the world. Our House is an open and highly-focused collective, a leader that thrives on the creativity of all its stakeholders. Our collective passion and our heritage, full of authenticity and dream, make us move forward and reinvent ourselves.
 
 
 
 
 
 By revolutionizing the codes of French style and luxury through perfumes, and combining tradition with daring makeup and innovative skincare, we are reinventing every day the Dior style and its compelling, joyful and absolute beauty. Our stimulating missions give our employees the opportunity to develop new skills, overcome spectacular challenges and reveal their talent.
 
 
 
 
 
 To go further, with Dior
 
 
 
 
 
 
 PURPOSE OF THE POSITION
 
 
 
 The Administrative Assistant provides comprehensive administrative, clerical, and operational support to the PCDA KSA team, with a primary focus on managing purchase orders, tracking shipments, and ensuring smooth logistical operations within the KSA market, and assisting with the vendor creation process. The ideal candidate will be highly organized, detail-oriented, possess excellent communication skills, and have a proactive approach to problem-solving.
 
 
 
 
 
 
 MAIN RESPONSABILITIES
 
 
 
 
 <ul>
 <li>
 
 Purchase Order (PO) Management:
 
 </li>
 <li>
 Create, process, and track purchase orders in accordance with company policies and procedures.
 </li>
 <li>
 Verify accuracy of PO details, including pricing, quantities, and delivery information.
 </li>
 <li>
 Liaise with vendors to resolve PO-related issues, such as discrepancies or delays.
 </li>
 <li>
 Maintain accurate records of all POs, invoices, and related documentation.
 </li>
 </ul>
 
 
 
 <ul>
 <li>
 
 Shipment Tracking &amp; Logistics:
 
 </li>
 <li>
 Monitor the status of shipments from origin to final destination within KSA.
 </li>
 <li>
 Proactively identify and resolve potential shipping delays or issues.
 </li>
 <li>
 Communicate shipment updates to relevant stakeholders, including internal teams and external partners.
 </li>
 <li>
 Coordinate with customs brokers and freight forwarders to ensure timely clearance of goods.
 </li>
 <li>
 Maintain up-to-date tracking information in company systems.
 </li>
 </ul>
 
 
 
 <ul>
 <li>
 
 Vendor Creation &amp; Management:
 
 </li>
 <li>
 Assist in the vendor creation process by gathering required documentation (e.g., company registration, tax ID, bank details).
 </li>
 <li>
 Ensure all vendor information is accurate and complete.
 </li>
 <li>
 Submit vendor creation requests to the appropriate department (e.g., Finance, Procurement).
 </li>
 <li>
 Maintain a database of approved vendors.
 </li>
 <li>
 Assist with vendor performance tracking and reporting.
 </li>
 <li>
 Communicate with potential vendors to explain the vendor creation process and answer questions.
 </li>
 </ul>
 
 
 
 <ul>
 <li>
 
 Administrative Support:
 
 </li>
 <li>
 Provide general administrative support to the team, including managing calendars, scheduling meetings, and making travel arrangements.
 </li>
 <li>
 Prepare reports, presentations, and other documents as needed.
 </li>
 <li>
 Handle incoming and outgoing correspondence (mail, email, phone calls).
 </li>
 <li>
 Maintain office supplies and equipment.
 </li>
 <li>
 Assist with other administrative tasks as assigned.
 </li>
 </ul>
 
 
 
 <ul>
 <li>
 
 Communication &amp; Coordination:
 
 </li>
 <li>
 Serve as a primary point of contact for vendors and internal teams regarding POs, shipments, and vendor creation.
 </li>
 <li>
 Communicate effectively in English and Arabic (preferred).
 </li>
 <li>
 Maintain positive working relationships with colleagues and external partners.
 </li>
 </ul>
 
 
 
 
 
 
 
 
 PROFESSIONAL AND PERSONAL SKILLS
 
 
 
 
 
 
 
 Qualifications:
 
 
 <ul>
 <li>
 High school diploma or equivalent required; Bachelor's degree preferred.
 </li>
 <li>
 years of experience in an administrative role, preferably with experience in PO management, shipment tracking,
 
 and vendor creation.
 
 </li>
 <li>
 Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
 </li>
 <li>
 Experience with [Specific ERP or Procurement Software, e.g., SAP, Oracle] is a plus.
 </li>
 <li>
 Excellent organizational and time-management skills.
 </li>
 <li>
 Strong attention to detail and accuracy.
 </li>
 <li>
 Excellent communication and interpersonal skills.
 </li>
 <li>
 Ability to work independently and as part of a team.
 </li>
 <li>
 Fluency in Arabic and English is highly preferred.
 </li>
 <li>
 Knowledge of customs regulations and import/export procedures in KSA is a plus.
 </li>
 <li>
 Prior experience in retail or luxury goods industry is a plus.
 </li>
 </ul>
 
 
 
 
 
 Skills:
 
 
 <ul>
 <li>
 Administrative Support
 </li>
 <li>
 Purchase Order Management
 </li>
 <li>
 Shipment Tracking
 </li>
 <li>
 Logistics Coordination
 </li>
 <li>
 
 Vendor Creation &amp; Management
 
 </li>
 <li>
 Communication (Written &amp; Verbal)
 </li>
 <li>
 Organization
 </li>
 <li>
 Time Management
 </li>
 <li>
 Attention to Detail
 </li>
 <li>
 Problem-Solving
 </li>
 <li>
 Microsoft Office Suite
 </li>
 </ul>
</div>

Admin Assistant

Elbait Consultants

The Role
 Join our dynamic manufacturing company in Jeddah as an Executive Secretary to the company CEO. We are looking for a detail-oriented and highly organized Saudi National professional to provide top-level administrative support to our executive team. This role offers an excellent opportunity to work in a vibrant environment at King Abdullah Economic City (KAEC) and contribute to our company's success. Responsibilities: - Manage and maintain executives' schedules, appointments, and travel arrangements efficiently. - Prepare and edit correspondence, reports, and presentations with accuracy and professionalism. - Coordinate meetings, conferences, and events, including logistics and communications. - Handle confidential information with discretion and maintain a high level of professionalism. - Liaise with internal departments and external stakeholders to facilitate smooth communication and operations. - Assist in the preparation of budgets, expense reports, and other administrative tasks as required. - Provide proactive support to the executive team, anticipating needs and ensuring efficient workflow.
 
Requirements
 <ul>
<li>Saudi National with relevant experience as an Executive Secretary or in a similar administrative role. - Strong organizational and time management skills with the ability to prioritize tasks effectively. - Excellent written and verbal communication skills in English and Arabic. - Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software. - Discreet and trustworthy, with the ability to handle sensitive and confidential information. - Detail-oriented with a problem-solving mindset and the ability to work independently and in a team. - Familiarity with the manufacturing industry and KAEC business environment is a plus.</li>
</ul>
About the company
 Elbait is a boutique type of executive search & recruitment management consulting firm based in Dubai. The unique understanding about the market needs, cultural awareness and professionalism enable the firm to offer its services to diversified portfolio of clients that operates in the ME region. Elbait is committed to seek the most suitable professionals on international, regional as well as national basis. Elbait committed to have well-defined partnership with Clients to meet their talent acquisition and executive needs on both Practice and Function basis. In addition, it committed to ensure remarkable contribution to the welfare of Stake-holders, Clients and Job-seekers. Industries: - FMCG, Consumer goods & retail - Construction, Engineering, Oil & Gas, infrastructure (technical & non-technical) - Automotive - Property Management & Real- Estate Functions across industries (other than above): - Sales & Marketing - HR & IT - Finance & Accounting

Executive Secretary - Saudi National - KAEC

Verve Studios

<div>
 
 
 Company Description
 
 
 
 Verve Studios is a full-service media production studio with expertise in commercials, social media management, and design within the entertainment industry. We deliver innovative experiences that resonate with our audience through concept-based work focusing on exposition and visual expression. Our team is dedicated to creating meaningful and impactful content that stands out in a competitive market.
 
 
 
 
 
 
 Role Description
 
 
 
 This is a
 
 full-time internship
 
 position for an
 
 Administrative Assistant
 
 , based in Jeddah.
 
 
 
 
 
 
 Key Responsibilities
 
 
 <ul>
 <li>
 Supporting project management activities, including timeline development and milestone tracking
 </li>
 <li>
 Coordinating project activities across internal and external teams
 </li>
 <li>
 Maintaining, organizing, and updating project documentation and reports
 </li>
 <li>
 Scheduling and organizing virtual/in-person meetings, managing communications, and taking meeting notes
 </li>
 <li>
 Ensuring the timely completion of project deliverables
 </li>
 <li>
 Liaising with team members and clients to ensure smooth project execution
 </li>
 <li>
 Assisting team members with various administrative and operational tasks
 </li>
 </ul>
 
 
 
 
 
 Qualifications
 
 
 <ul>
 <li>
 Strong organizational and time management skills
 </li>
 <li>
 Excellent written and verbal communication skills
 </li>
 <li>
 Proficiency in Arabic and English is a must
 </li>
 <li>
 Proficiency in project management tools and software
 </li>
 <li>
 Experience in coordinating project activities and maintaining project documentation
 </li>
 <li>
 Bachelor's degree in a relevant field (preferred)
 </li>
 <li>
 Previous experience in the entertainment industry (a plus)
 </li>
 </ul>
 
 
 
 
 
 Skills &amp; Competencies
 
 
 <ul>
 <li>
 Detail-oriented with strong problem-solving abilities
 </li>
 <li>
 Comfortable in a fast-paced, creative environment
 </li>
 <li>
 Able to handle multiple tasks and prioritize effectively
 </li>
 <li>
 Strong interpersonal skills and a team-oriented mindset
 </li>
 <li>
 Flexible and adaptable to shifting priorities
 </li>
 <li>
 Proactive and eager to learn
 </li>
 </ul>
</div>

Administrative Assistant (Tamheer)

IKEA Alsulaiman

<div>
 
 
 Company Description
 
 
 
 Come help us create a better everyday life for the many people. That&rsquo;s the IKEA vision. We do that by offering a wide range of home furnishings with good design and function at prices so low that many people will be able to afford them.
 
 
 
 
 
 
 Accountabilities
 
 
 <ul>
 <li>
 Manage calendars, schedules, meetings, and travel arrangements to ensure priorities are met.
 </li>
 <li>
 Prepare agendas, reports, presentations, and other documents with accuracy and timeliness.
 </li>
 <li>
 Follow up on action items and deadlines, keeping stakeholders aligned and informed.
 </li>
 <li>
 Coordinate internal and external communications while maintaining confidentiality.
 </li>
 <li>
 Arrange and coordinate meetings.
 </li>
 <li>
 Maintain office systems, workflows, and administrative processes to improve efficiency.
 </li>
 <li>
 Handle expense reports, documentation, and budget tracking.
 </li>
 <li>
 Liaise with different departments to ensure smooth information flow.
 </li>
 <li>
 Act as the main point of contact for incoming requests, prioritizing and escalating when necessary.
 </li>
 <li>
 Maintain records, databases, and filing systems (digital and physical).
 </li>
 </ul>
 
 
 
 
 
 Qualifications
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree in Business, Administration, or a related field.
 </li>
 <li>
 4&ndash;6 years of experience in executive support, office management, or similar roles.
 </li>
 <li>
 Strong organizational, multitasking, and time management skills.
 </li>
 <li>
 Fluent in both English and Arabic (spoken and written).
 </li>
 <li>
 High attention to detail, integrity, and ability to manage confidential information.
 </li>
 <li>
 Proficiency in MS Office and collaboration tools (Outlook, Excel, PowerPoint, Teams).
 </li>
 <li>
 Proactive, problem-solving mindset with ability to work independently.
 </li>
 </ul>
</div>

Executive Assistant

Parsons

<div>In a world of possibilities, pursue one with endless opportunities. Imagine Next!
When it comes to what you want in your career, if you can imagine it, you can do it at Parsons. Imagine a career working with intelligent, diverse people sharing a common quest. Imagine a workplace where you can be yourself. Where you can thrive. Where you can find your next, right now. We&rsquo;ve got what you&rsquo;re looking for.
Job Description:
Parsons is looking for an amazingly talented Administrative Assistant - Saudi National to join our team!
What You'll Be Doing:
<ul><li>Gathers statistics and general data; reviews and combines this information into established reports for use within and outside the unit. May develop new reports or revise existing reports, as directed. Such reports may be in spreadsheet or graphical formats, or narrative-style word processing. May be responsible for verifying data gathered, such as matching supplier invoices against file copies. Distributes reports as directed by immediate supervisor.
</li><li>Greeting visitors and clients
</li><li>Managing security and telecommunications systems.
</li><li>Handling queries and complaints via phone, email and general correspondence. Transferring calls as necessary.
</li><li>Taking and ensuring messages are passed to the appropriate staff member in time.
</li><li>Managing meeting room availability.
</li><li>Prepares general correspondence and maintains general files.
</li><li>M ay establish and maintain records of equipment, including a log of equipment service dates.
</li><li>Performs other responsibilities associated with this position as may be appropriate.
</li></ul>What Required Skills You'll Bring:
<ul><li>Bachelors or Diploma in any related field.
</li><li>Minimum 2 years of experience in a similar role.
</li></ul>What Required Skills You'll Bring:
<ul><li>Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel.
</li><li>Ability to analyze and revise operating practices to improve efficiency.
</li><li>Detail oriented and comfortable working in a fast-paced office environment
</li><li>Good communication and interpersonal skills.
</li><li>Ability to multitask.
</li></ul>Parsons equally employs representation at all job levels no matter the race, color, religion, sex (including pregnancy), national origin, age, disability or genetic information.
We truly invest and care about our employee&rsquo;s wellbeing and provide endless growth opportunities as the sky is the limit, so aim for the stars! Imagine next and join the Parsons quest&mdash;APPLY TODAY!
Parsons is aware of fraudulent recruitment practices. To learn more about recruitment fraud and how to report it, please refer to https://www.parsons.com/fraudulent-recruitment/ .</div>

Administrative Assistant

Driven Properties

<div>The Leasing &amp; Property Management Coordinator will provide administrative and operational support to the Property Manager while working on-site at the client&rsquo;s office. This role involves assisting with lease documentation through the Ejar system, coordinating tenant communications, maintaining records of property services, and preparing reports and updates for management. The position also supports coordination with the legal and compliance teams and contributes to ensuring efficient day-to-day operations of the property portfolio.
Key Responsibilities
Leasing Support<ul>
<li>Assist in maintaining accurate records of all ongoing leases.</li>
<li>Draft Ejar contracts, renewal documents, and approval papers for new and existing leases under the guidance of the Property Manager.</li>
<li>Prepare tenant move-in and move-out documentation.</li>
<li>Communicate with tenants regarding contract activations, renewals, and rent collection.</li>
</ul>Property Management Support<ul>
<li>Maintain records related to facility management services (e.g., security, cleaning, fire suppression, etc.).</li>
<li>Assist the Property Manager in compiling reports on repair requirements, maintenance issues, and recommendations for improvements.</li>
</ul>Legal &amp; Compliance Coordination<ul>
<li>Compile lists of defaulting tenants and prepare detailed lease summaries for submission to the legal department.</li>
<li>Coordinate with the legal team to provide updates, track case progress, and report new developments.</li>
<li>Support collaboration with the client&rsquo;s compliance department on any process or workflow changes.</li>
</ul>Reporting &amp; Administration<ul>
<li>Prepare updates and presentations on operational challenges for review with the Property Manager and Director.</li>
<li>Assist the Property Manager in implementing mitigation strategies as suggested by management.</li>
<li>Update internal ERP systems to reflect changes in lease and tenant status.</li>
<li>Prepare routine reports and presentations as requested by the Property Manager or management.</li>
</ul>Requirements<ul>
<li>Basic knowledge of leasing processes and the Ejar system.</li>
<li>Familiarity with property management operations and facility services.</li>
<li>Strong communication and coordination skills (tenants, legal, compliance).</li>
<li>Proficiency in MS Office (Excel, PowerPoint, Word); ERP knowledge is an advantage.</li>
<li>Detail-oriented with strong organizational and reporting abilities.</li>
<li>Ability to work as part of a team and manage multiple tasks efficiently.</li>
<li>Comfortable working from client premises and representing the company professionally.</li>
</ul>Benefits<ul>
<li>Gain hands-on experience in leasing, property management, and Ejar system operations.</li>
<li>Work directly from the client's, engaging with real-world property operations and stakeholders.</li>
<li>Develop administrative, coordination, and reporting skills through cross-functional projects.</li>
<li>Support management decisions via high-level reports and presentations.</li>
<li>Collaborate with tenants, service providers, legal, and compliance teams.</li></ul></div>

Property Management Coordinator

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