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executive assistant - operations track Jobs in Jeddah

executive assistant - operations track

hr support & office manager Jobs in Jeddah

hr support & office manager

administrative coordinator

Gulfwest Company Ltd

Sales Coordinator &ndash; Jeddah (Saudi National)Location: Jeddah, Saudi Arabia Job Type: Full‑Time Nationality Requirement: Saudi NationalAbout the RoleWe are looking for a motivated and detail‑oriented Sales Coordinator to join our Head Office team in Jeddah. This role is ideal for someone who thrives in a fast‑paced environment, enjoys supporting sales operations, and is committed to delivering excellent service to both internal teams and customers.Key Responsibilities<ul><li>Support the sales team with day‑to‑day administrative and operational tasks.</li><li>Prepare quotations, sales orders, and follow up on customer inquiries.</li><li>Coordinate with logistics, finance, and warehouse teams to ensure smooth order processing and delivery.</li><li>Maintain accurate records of sales activities, customer data, and documentation.</li><li>Assist in preparing sales reports, presentations, and performance summaries.</li><li>Follow up with clients on pending orders, payments, and required documents.</li><li>Ensure timely communication between the sales team and other departments.</li><li>Handle incoming calls, emails, and customer requests professionally.</li><li>Support the team during events, promotions, and product launches when required.</li></ul>Qualifications &amp; Requirements<ul><li>Saudi National </li><li>Bachelor&rsquo;s degree in Business Administration, Marketing, or a related field.</li><li>1&ndash;3 years of experience in sales coordination, customer service, or administrative roles.</li><li>Strong communication skills in Arabic and English.</li><li>Proficiency in Microsoft Office (Excel, Word, PowerPoint).</li><li>SAP knowledge is a big plus.</li><li>Excellent organizational skills and attention to detail.</li><li>Ability to multitask and manage time effectively.</li><li>Positive attitude, team‑oriented mindset, and willingness to learn.</li></ul>What We Offer<ul><li>Competitive salary and benefits package.</li><li>Good Insurance.</li><li>Career growth opportunities within a dynamic and supportive environment.</li><li>Exposure to leading brands and a collaborative team culture.</li></ul>How to ApplyPlease submit your CV through Indeed. Only shortlisted candidates will be contacted.Job Type: Full-timeApplication Question(s):<ul><li>Are you a Saudi National?</li></ul>

Sales Coordinator

MagentaCo

<div>
 Role Overview
 
 Bright Magenta is seeking a highly organized and execution focused Executive Assistant to support the Founder &amp; Executive Director and contribute to operational coordination across projects.
 
 
 This position combines executive support, event coordination, supplier management, structured research, documentation control, and cross team follow up. The role is designed to evolve into an operations leadership position based on performance.
 
 
 
 
 Key Responsibilities
 
 
 
 
 
 Executive Support &amp; Execution
 
 
 
 
 &bull; Manage daily task tracking and coordination for the Founder
 
 
 
 
 &bull; Ensure directives are clearly communicated and properly implemented by the team
 
 
 
 
 &bull; Follow up consistently on deadlines, deliverables, and execution standards
 
 
 
 
 &bull; Maintain structured digital filing systems and organized documentation
 
 
 
 
 
 
 
 Operations &amp; Event Coordination
 
 
 
 
 &bull; Support planning and coordination of event logistics and production requirements
 
 
 
 
 &bull; Source, evaluate, and compare suppliers and vendors
 
 
 
 
 &bull; Assist in negotiation processes and quotation comparisons
 
 
 
 
 &bull; Coordinate internally with technical, production, and operations teams
 
 
 
 
 
 
 
 Research &amp; Intelligence
 
 
 
 
 &bull; Conduct structured research across suppliers, venues, regulations, equipment, and strategic topics
 
 
 
 
 &bull; Extract relevant, decision ready information from large data sets
 
 
 
 
 &bull; Present findings in clear, concise formats for review
 
 
 
 
 
 
 
 Presentations &amp; Documentation
 
 
 
 
 &bull; Prepare professional presentations and client ready quotations
 
 
 
 
 &bull; Draft and proofread emails, proposals, and official communications
 
 
 
 
 &bull; Review documents for clarity, consistency, and accuracy
 
 
 
 
 
 
 
 Financial &amp; Administrative Coordination
 
 
 
 
 &bull; Coordinate with accounting on invoicing follow ups and documentation
 
 
 
 
 &bull; Track payment statuses and supplier commitments
 
 
 
 
 &bull; Maintain organized cost comparison sheets and financial summaries
 
 
 
 
 
 
 
 Marketing &amp; Project Follow Up
 
 
 
 
 &bull; Coordinate uploading of project videos and content to social media platforms
 
 
 
 
 &bull; Follow up with media teams to collect and archive project assets
 
 
 
 
 &bull; Ensure proper documentation and archiving of completed projects
 
 
 
 
 
 
 
 AI &amp; Digital Tools
 
 
 
 
 &bull; Utilize AI tools to enhance research, drafting, and workflow efficiency
 
 
 
 
 &bull; Support implementation of systems that streamline recurring processes
 
 
 
 
 
 Requirements
 
 &bull; Strong organizational and time management capability
 
 
 &bull; Ability to manage multiple priorities in a fast paced environment
 
 
 &bull; Clear communication and negotiation skills
 
 
 &bull; Advanced research ability with analytical thinking
 
 
 &bull; High attention to detail, especially in proofreading and documentation
 
 
 &bull; Proficiency in presentation software and digital productivity tools
 
 
 &bull; Comfortable using AI tools as part of daily workflow
 
 
 &bull; High level of discretion, ownership, and reliability
 
 
 
 
 Growth Path
 
 This is an Operations Track role.
 
 
 Based on performance, ownership, and leadership capability, the position may transition into a formal operations leadership role within the company.
 
 
 
 
 
 
 Minimum Qualification Standard
 
 
 
 This role requires strong independent thinking and execution ability. Applicants must demonstrate structured research skills, professional written communication, and the ability to organize complex information clearly. Candidates who require constant supervision, struggle with deadlines, or lack attention to detail will not be suitable for this position. Experience supporting senior leadership, coordinating multiple stakeholders, or working within fast-paced operational environments is strongly preferred.
 
</div>

Executive Assistant - Operations track

إبراق | IBRAQ

<div>
 
 
 Primary Purpose:
 
 
 
 The E-commerce Coordinator is responsible for supporting and ensuring the smooth execution of daily online operations, from order processing to customer service follow up.
 
 
 This role will focus on managing post order activities, coordinating across departments, resolving order related issues, and maintaining accurate reporting and reconciliation processes.
 
 
 
 
 
 
 Key Accountabilities:
 
 
 <ul>
 <li>
 Oversee the day-to-day operations of the online store.
 </li>
 <li>
 Collaborate with inventory and warehouse / demand teams to ensure stock levels.
 </li>
 <li>
 Implement inventory control practices to minimize stockouts or overstocking.
 </li>
 <li>
 Coordinate with shipping companies and courier to manage logistics and delivery performance.
 </li>
 <li>
 Monitor courier performance.
 </li>
 <li>
 Address issues related to shipping delays, lost packages, or complaints.
 </li>
 <li>
 Monitor customer feedback and address complaints promptly.
 </li>
 <li>
 Online Orders Reconciliation Process
 </li>
 <li>
 Customer service-related issues including delayed, missing, or damaged orders.
 </li>
 <li>
 Shipping Companies related issues
 </li>
 <li>
 Inventory level and sales orders monitoring
 </li>
 <li>
 Coordinate with Demand, finance team for online sales and invoices.
 </li>
 <li>
 Regularly prepare operational performance reports (daily, weekly, monthly and yearly).
 </li>
 <li>
 Prepare Finance reports and reconciliation coordinate
 </li>
 <li>
 Fetch order data from ecommerce platforms and Identify Discrepancies.
 </li>
 <li>
 Retrieve Warehouse &amp; Fulfillment Data
 </li>
 <li>
 Fetch Shipping/Delivery Data
 </li>
 <li>
 Identify Discrepancies in invoices and stock.
 </li>
 <li>
 Investigate &amp; Resolve Issues like mismatching and wrong deliveries.
 </li>
 </ul>
 
 
 
 
 
 Qualifications:
 
 
 
 
 Education:
 
 
 
 Bachelor&rsquo;s degree in E-commerce, Business Administration, Supply Chain Management, Logistics or Operations Management.
 
 
 
 
 
 
 Experience:
 
 
 <ul>
 <li>
 Proven 2-3 years of experience in ecommerce operation, preferably in online retail business.
 </li>
 <li>
 Proficiency in Excel, OMS, WMS, ERP systems (Odoo, Oracle, Salla)
 </li>
 </ul>
 
 
 
 
 
 Skills:
 
 
 
 
 
 <ul>
 <li>
 Good communication and collaboration skills.
 </li>
 <li>
 Proficient in Microsoft office tools like Excel.
 </li>
 <li>
 Ability to work under pressure and meet deadlines.
 </li>
 <li>
 High attention to detail and ability to multitask.
 </li>
 <li>
 Good verbal and written communication in both Arabic and English.
 </li>
 </ul>
 
 
</div>

E - commerce Coordinator

Bel Group

<div>The Bel Group is a major player in the food industry through portions of dairy, fruit and plant-based products, and one of the world leaders in branded cheeses. Its portfolio of differentiated and internationally recognized brands includes The Laughing Cow&reg;, Kiri&reg;, Babybel&reg;, Boursin&reg; Nurishh&reg;, Pom'Potes&reg; and GoGo squeeZ&reg;, as well as some 30 local brands. Together, these brands helped the Group generate sales of &euro;3.6 billion in 2022.
Do you want to join a company with strong brands that puts consumers and responsibility at the heart of the decision-making process? Then Bel is made for you!
Are you bold, pragmatic, and determined? Do you want to contribute to the transformation of an international agri-food company? Them come join us and measure the impact of your talent and energy in realizing an ambitious and sustainable company project!
#IWorkForAllForGood 


Bel Saudi Arabia is seeking a highly organized and efficient Admin &amp; HR Support Manager to join our team. This individual will be responsible for overseeing the daily operations of the office, providing administrative support to our team in Jeddah office, and ensuring a productive and well-organized work environment. The ideal candidate will have strong interpersonal skills, excellent communication abilities, and a proactive approach to problem-solving. Additionally, this role will place a significant emphasis on HR activities, including payroll management, employee engagement, and recruitment.

Key Responsibilities:

Office Management:
<ul>
<li>Oversee the day-to-day operations of the office to ensure a smooth and efficient work environment.</li>
<li>Manage office supplies inventory and place orders as necessary.</li>
<li>Coordinate maintenance and repair of office equipment and facilities.</li>
<li>Implement and maintain office policies and procedures to ensure compliance with company standards.</li>
</ul>
Administrative Support:
<ul>
<li>Provide comprehensive administrative support to the team in Saudi, including managing their travel arrangements/ accommodation.</li>
<li>Prepare and edit correspondence, reports, and presentations.</li>
<li>Handle confidential information with discretion and professionalism.</li>
</ul>
Financial Administration:
<ul>
<li>Assist in budget preparation and expense tracking.</li>
<li>Process invoices, manage petty cash, and handle other financial administrative tasks as required.</li>
</ul>
Vendor and Partner Management:
<ul>
<li>Manage relationships with office vendors and service providers.</li>
<li>Negotiate contracts and agreements to secure favorable terms and conditions.</li>
</ul>
HR Support:

Employee Engagement:
<ul>
<li>Develop and implement group initiatives to enhance employee engagement and satisfaction.</li>
<li>Organize team-building activities and events to foster a positive work environment.</li>
</ul>
Recruitment:
<ul>
<li>Support HRM with the recruitment process, candidate screening, and interview coordination.</li>
<li>Ensure a smooth onboarding process for new employees, including orientation and training.</li>
</ul>
Team Coordination:
<ul>
<li>Act as a liaison between the HR and various functions, ensuring effective communication and collaboration.</li>
<li>Support HR functions, including onboarding new employees, maintaining employee records, and coordinating training sessions.</li>
<li>Assist in organizing company events, meetings, and conferences.</li>
</ul>
Project Management:
<ul>
<li>Oversee special projects and initiatives as assigned by the KSA Sales Manager &amp; HR Manager.</li>
<li>Ensure timely and successful completion of projects, coordinating with cross-functional teams as needed.</li></ul> 


Compliance and Reporting:
<ul>
<li>Ensure compliance with company policies, procedures, and legal regulations.</li>
<li>Prepare and submit required reports to management and regulatory bodies.</li>
<li>Stay updated on changes in labor laws and regulations to ensure company compliance.</li>
</ul>
Qualifications &amp; Experience:
<ul>
<li>Bachelor&rsquo;s degree in business administration, Management, Human Resources, or a related field.</li>
<li>Minimum of 3 years of experience in HR or administrative roles, preferably within a multinational company.</li>
<li>Saudi National is a must.</li>
<li>Fluent in English and Arabic both (spoken &amp; written)</li>
<li>Strong organizational and multitasking skills.</li>
<li>Excellent communication and interpersonal skills.</li>
<li>Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).</li>
<li>Ability to handle confidential information with integrity and professionalism.</li>
<li>Strong problem-solving skills and a proactive approach to work.</li>
</ul>
Why Join Us?
At BEL, we believe in fostering a dynamic and inclusive work environment where innovation and collaboration thrive. Join us and be part of a team that values your contributions and supports your professional growth.
Click &quot;Apply&quot; now to take your career to the next level!</div>

HR Support & Office Manager

SJ Group

<div>
 
 About Surbana Jurong
 
 
 
 Surbana Jurong (SJ) is a leading global urban, infrastructure, and managed services consulting firm, driven by a vision to build cities and shape lives. Headquartered in Singapore, SJ is a diverse collective of experts delivering sustainable and high-impact solutions across the built environment.
 
 
 
 The Role
 
 
 
 As part of the Design and Engineering team, the
 
 BIM Coordinator
 
 will be responsible for leading the development, coordination, and implementation of Building Information Modelling (BIM) processes and standards across multidisciplinary projects. The role will ensure model integrity, data accuracy, and effective collaboration between design teams and project stakeholders.
 
 
 
 Key Responsibilities
 
 
 
 <ul>
 <li>
 Coordinate BIM workflows and ensure model accuracy, consistency, and compliance with project BIM Execution Plans (BEPs).
 </li>
 <li>
 Manage and integrate models from multiple disciplines (architecture, structural, MEP, etc.) to ensure coordination and clash detection.
 </li>
 <li>
 Support project teams in the setup, development, and management of BIM models throughout design and construction phases.
 </li>
 <li>
 Conduct quality checks and resolve model-related issues to maintain model integrity and data quality.
 </li>
 <li>
 Assist in preparing and updating BIM documentation, standards, templates, and protocols.
 </li>
 <li>
 Collaborate closely with design managers, discipline leads, and contractors to ensure alignment with project objectives.
 </li>
 <li>
 Provide BIM-related technical support, guidance, and training to project team members.
 
 
 
 </li>
 </ul>
 
 Key Qualifications And Experience
 
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree in Architecture, Engineering, or a related discipline.
 </li>
 <li>
 Minimum of 10 years of experience in BIM coordination for multidisciplinary design or infrastructure projects.
 </li>
 <li>
 Strong proficiency in Autodesk Revit, Navisworks, and other BIM-related tools.
 </li>
 <li>
 Experience with Common Data Environment (CDE) platforms such as BIM 360, ACC, or Aconex.
 </li>
 <li>
 Proven track record in managing BIM for large-scale or complex projects.
 </li>
 <li>
 Familiarity with international BIM standards (ISO 19650 or equivalent).
 
 
 
 </li>
 </ul>
 
 Key Skills And Competencies
 
 
 
 <ul>
 <li>
 Strong understanding of design coordination, model management, and clash detection workflows.
 </li>
 <li>
 Excellent problem-solving and communication skills.
 </li>
 <li>
 Ability to work collaboratively in a multidisciplinary environment.
 </li>
 <li>
 Attention to detail and commitment to delivering high-quality outputs.
 </li>
 <li>
 Ability to manage multiple priorities and meet deadlines.
 
 
 
 </li>
 </ul>
 
 How To Apply
 
 
 
 Please submit your application through our official careers portal. Click on the
 
 "Apply Now"
 
 button below and follow the instructions.
 
 
 
 Note:
 
 Recruitment for this role is being managed internally. Unsolicited CVs from agencies will not be considered.
 
 
 At Surbana Jurong, we put talent, hard work, teamwork and a fun workplace together to approach problems and solve them creatively and collaboratively. Join us in making a positive impact on the world!
</div>

BIM Coordinator

KEO International Consultants

<div>Overview:

KEO is a creative enterprise, where innovation is a way of life. We are uniquely resourced with end-to-end services to take clients from inspiration &ndash; through conceptualization &ndash; to realization of planning, design or project delivery in the built and natural environments. For over 60 years we&rsquo;ve led with vision, contributing to many of the world&rsquo;s most ambitious projects, iconic places, remarkable experiences and prosperous communities.
As a highly integrated and agile AEP/PMCM firm, KEO is recognized by ENR as one of the Top 225 International Design Firms and one of the Top 20 International PM/CM Firms. We are also ranked by World Architecture as the 57th largest global architecture firm and the #1 Firm in the Middle East Region in their 2023 WA100 Survey.
We invite you to join us. Why?
When you join KEO, you&rsquo;ll discover more than just a job &ndash; you&rsquo;ll find a supportive environment that fosters your professional development through internal global mobility and career development and does so within a culture that supports company-wide health and well-being through on-demand counselling services and regular workplace clinics. You will be invited to celebrate community events such as sports days, fun-runs, in-house sports teams and beach clean ups. In addition to your competitive package and benefits you will have access to a suite of policies that include hybrid working arrangements, individual athletic sponsorship, study assistance sponsorship, employee referral rewards, mentoring and coaching programs and extensive in-house on demand learning courses.
Responsibilities:
<div>
Our newest opportunity is for a talented Site Secretary to join our award-winning team based in Jeddah, KSA.</div><div></div><div> 
This position is to support our engineering consultancy team in Jeddah. The ideal candidate will provide administrative and clerical support to project managers and engineers, ensuring smooth day-to-day office operations and effective coordination between site teams, clients, and management.</div><div></div><div> 
We envisage success in this role to include:</div><ul><li><div>
Providing administrative support to project managers, engineers, and senior management.</div></li><li><div>
Preparing, format, and maintain correspondence, reports, letters, and meeting minutes.</div></li><li><div>
Managing incoming and outgoing communications (emails, phone calls, couriers).</div></li><li><div>
Maintaining and organize project documentation, filing systems, and records (both digital and hard copy).</div></li><li><div>
Scheduling meetings, appointments, and coordinate calendars.</div></li><li><div>
Preparing official letters to clients, contractors, and government authorities.</div></li><li><div>
Handling document control tasks (submittals, transmittals, approvals, tracking logs).</div></li><li><div>
Maintaining office supplies and coordinate with vendors when necessary.</div></li><li><div>
Assisting with HR-related administrative tasks when required.</div></li><li><div>
Ensuring confidentiality of company and project information.</div></li><li>
Other duties may be assigned.</li></ul>
Qualifications:
<div>
To be successful in this dynamic opportunity, we envision that your career journey to date will include a Bachelor's Degree in Business Administration, or a related field and 5+ years experience.</div><div></div> 
KEO&rsquo;s performance is founded upon integrity, results, innovation, safety and our people. We embrace diversity and recognise its&rsquo; contribution to client success wherever we work.
We are excited to hear how you can partner with our award-winning team and treat all expressions of interest confidentially.</div>

Site Secretary

Executive Secretary to the CEOLocation: Jeddah, Saudi Arabia Nationality Requirement: Female Saudi NationalAbout the RoleWe are seeking a highly organized, proactive, and professional Executive Secretary to support our CEO in managing daily operations, communication, and strategic administrative tasks. This role requires exceptional attention to detail, strong communication skills, and the ability to handle sensitive information with absolute confidentiality.Key Responsibilities<ul><li>Provide high-level administrative support to the CEO, including calendar management, meeting coordination, and travel arrangements.</li><li>Prepare, review, and organize documents, reports, presentations, and correspondence.</li><li>Act as the primary point of contact between the CEO and internal/external stakeholders.</li><li>Coordinate executive meetings, draft agendas, record minutes, and ensure timely follow-up on action items.</li><li>Manage confidential information with discretion and professionalism.</li><li>Support the CEO in project tracking, deadline management, and prioritization of tasks.</li><li>Assist in organizing corporate events, board meetings, and executive engagements.</li><li>Maintain an organized filing system (digital and physical) for easy retrieval of documents.</li><li>Handle incoming communications, screen calls, and manage email correspondence on behalf of the CEO.</li><li>Conduct basic research, compile data, and prepare summaries when required.</li></ul>Qualifications &amp; Requirements<ul><li>Saudi National (Female)</li><li>Bachelor&rsquo;s degree in Business Administration, Office Management, or a related field.</li><li>Proven experience (3+ years) as an Executive Secretary, Executive Assistant, or similar role supporting senior leadership.</li><li>Excellent command of English and Arabic (written and spoken).</li><li>Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).</li><li>Exceptional organizational and time-management skills.</li><li>Strong interpersonal skills with a professional and polished demeanor.</li><li>Ability to work under pressure, manage multiple priorities, and meet tight deadlines.</li><li>High level of integrity, confidentiality, and discretion.</li></ul>Key Competencies<ul><li>Proactive problem-solving</li><li>Strong communication and coordination</li><li>Professional judgment and decision-making</li><li>Attention to detail</li><li>Adaptability and reliability</li><li>Executive presence and maturity</li></ul>Why Join Us?This role offers the opportunity to work closely with top leadership, gain exposure to strategic decision-making, and contribute to the success of a growing organization. You will be part of a dynamic, supportive environment where professionalism and excellence are valued.Job Type: Full-time

Executive Secretary

Explore 23+ Administrative coordinator in Jeddah this March. Find roles across top companies and apply now to boost your career.