admin assistant

administrative coordinator Jobs in Jeddah

administrative coordinator

assistant manager - admin and government relations Jobs in Jeddah

assistant manager - admin and government relations

assistant-human resources

assistant manager admin and government relations

DP World

<div>
 Job Description:
 
 Compliance Management:-Ensure the organization complies with Saudi government regulations, industry standards, and any legal requirements.-Stay updated on changes in laws, regulations, and governmental procedures and communicate these updates to relevant departments.-Work closely with People and Legal teams to ensure all business operations align with regulatory requirements.-Act as the main point of contact between the organization and various government agencies, fostering positive relationships to aid business operations.-Manage and resolve any issues or concerns raised by government bodies, ensuring a proactive approach to maintaining good relations.-Work closely with relevant departments to troubleshoot issues, resolve disputes, and manage crises with governmental bodies when necessary.
 
 Permit and Licensing Management:-Facilitate the processing, renewal, and cancellation of government permits, licenses, and approvals necessary for business operations.-Coordinate with government authorities on applications for permits or licenses, ensuring that all required documentation is prepared accurately and submitted on time.-Manage visa, work permit, and residency processes for expatriate employees, ensuring compliance with Saudi labor laws.-Coordinate with HR to ensure the timely processing of employee visas, iqamas, and related documentation. Strategic Partnership Development:-Identify and build relationships with key government stakeholders, enhancing the organization&rsquo;s network and influence in the industry.-Facilitate strategic partnerships that align with the organization&rsquo;s objectives and support future growth.
 
 Policy and Process Development:-Assist in developing internal policies and procedures to ensure compliance with government regulations.-Collaborate with various departments to streamline processes related to government documentation, reporting, and renewals.
 
 Documentation and Reporting:-Oversee the preparation and submission of all required documentation, including compliance reports, permits, and certifications.-Maintain accurate records of interactions with government agencies and track all correspondence for audit and compliance purposes.
 
 Administrative Management:-Supervise and coordinate the activities of administrative personnel, including office assistants and clerical staff.-Develop and implement administrative procedures and policies to streamline operations and enhance efficiency.-Manage employees&rsquo; needs and workplace look and feel. -Oversee office supplies, inventory and procurement processes.
 
 Office Management:-Oversee facilities including parking management, and office facilities such as pantries and canteen.-Welcome visitors to the office, responding to questions, and answering queries.-Supporting the day-to-day organization of Office management. -Day-to-day management of office suppliers, supporting payment management as required (invoicing and recharges). -Management of deliveries and payment &amp; reconciliation of petty cash.-Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
 
 Travel &amp; Logistics:-Coordinate travel &amp; logistics arrangements both internationally &amp; domestically if required.-Act as the point of contact/greet if in case of a business visit, such as Senior Leadership visit or external visitors to the business unit.-Maintaining positive relationships with vendors of direct travel, such as car rentals, hotels, and airlines.-Oversee travel accommodations, booking flights, hotels, car rentals, and coordinating activities.-Managing and processing all travel-related documentation, including payments, itineraries, visas, medical, and legal forms.-Assisting with any travel-related issues that may arise.-Arranging travel accommodation for business visitors.-Preparing and analyzing travel costs and budget reports.
 
 Financial Management:-Assist in budget preparation and monitoring for related expenses.-Review and approve invoices, expense reports, and other financial documents related to Administration requirements. Qualifications:Bachelor&rsquo;s degree in business administration, Public Relations, or a related field.
 
 Experience:-Required 5 years of experience in similar role at managerial level in government relations, administration, or a related field within the Saudi market.-Must have a proven record of accomplishment of successfully managing interactions with government bodies, regulatory agencies, and other key stakeholders like the following:-Saudi Ports Authority.-Ministry of Transport and Logistic Services.-Ministry of Human Resources and Social Development.-General Organization for Social Insurance .-Ministry of Interior.-Ministry of Foreign Affairs.-Ministry of Investment. -Ministry of Commerce.-Zakat, Tax and Customs Authority.-Ministry of Health.-Jeddah Municipality.-Other Government Authorities when required.
</div>

ASSISTANT MANAGER - ADMIN AND GOVERNMENT RELATIONS

Azad Properties

<div>We are thrilled to announce an exciting opportunity for a Leasing Admin Specialist to join our dynamic team. This position plays a vital role in supporting our leasing operations, ensuring efficient administrative processes and high-quality tenant service. The ideal candidate will exhibit excellent organisational abilities, attention to detail, and a strong foundation in property leasing administration.<h2 class="jobSectionHeader">
Key Responsibilities in Leasing Administration</h2><ul>
<li>Responsible for reviewing contracts and making initial notes before sharing them with the legal department.</li>
<li>Ejar Platform Contracts Entry Expert.</li>
<li>Tracking critical dates (renewal options, evacuations, rights to terminate, and expirations) for existing contracts, generates and maintains several reports and Monthly updates.</li>
<li>Internal reports/trackers of all lease documents signed and executed and relevant issued.</li>
<li>Reviewing the contracts in terms of their expiry to communicate with real estate managers.</li>
<li>Responsible for issuing and receiving official letters for the tenants with archiving procedures.</li>
<li>Keep accurate records, review information, consolidate reports, and take action where necessary.</li>
<li>Collect and review documents/requirements submitted by the client.</li>
<li>Aggressively network with and talk to new and existing clients and maintain a good and harmonious relationship with them.</li>
<li>Recommend effective marketing strategies and networking activities that would improve leasing activities for projects.</li>
<li>Follow up Tenant Operational dates such as (handovers /refurbishments &ndash; preparation and recording of handover packs /instructions/ Tenant Manuals).</li>
</ul><h3 class="jobSectionHeader">Essential Skills and Qualifications for Leasing Admin Roles</h3><ul>
<li>A bachelor&rsquo;s degree in business administration, Real Estate, or a related field is preferred.</li>
<li>At least three years of experience in a leasing administration or similar role.</li>
<li><ul><li>A minimum of 3 years of experience in the role and division assistant or in a similar role, preferably within the real estate or consultancy sectors.</li>
<li>Bachelor's degree in real estate, Business Administration, or a related field.</li>
<li>Have experience in managing and data entry database systems such as (Yardi - Oracle).</li>
<li>Relevant certifications or additional coursework in real estate administration is a plus.</li>
<li>Excellent verbal and written communication skills in both English and Arabic.</li>
<li>Proficient in Microsoft Office Suite; real estate database/PMS experience a plus.</li>
<li>Basic analytical skills for data review, reporting, and financial analysis.</li>
<li>Strong interpersonal and teamwork skills.</li>
<li>Flexible and adaptable to a fast-paced retail environment; able to meet deadlines</li>
</ul></li></ul><h4 class="jobSectionHeader">Preferred Experience and Attributes in Property Leasing Administration</h4><ul>
<li>Knowledge of industry-specific software such as Yardi, AppFolio, or similar platforms is advantageous.</li>
<li>Experience in preparing and managing lease documentation and tenancy agreements.</li>
<li>Familiarity with current property leasing regulations and compliance requirements.</li>
<li>Analytical skills to assess leasing data and contribute to strategic planning.</li>
<li>Adaptable and open to learning new technologies and processes within the leasing industry.</li>
</ul>
If you are enthusiastic about leasing administration and meet the qualifications, we encourage you to apply. Become part of our innovative team and contribute to our goal of delivering exceptional leasing services, enhancing tenant satisfaction, and supporting our organisational objectives.</div>

Lease Contract Officer - مسؤول عقود منصة إيجار (Saudi Nationl Only)

Hilton

<div>Cluster Assistant Purchasing Manager
Cluster Assistant Purchasing Manager will ensure the accuracy of stocks, accounts payable, prepayments, and creditor/accruals accounting records and provide periodic reports to the Finance department. 
What will I be doing? 
Cluster Assistant Purchasing Manager, you will ensure the accuracy of stocks, accounts payable, prepayments, and creditor/accruals accounting records and provide periodic reports to the Finance department. Specifically, you will be responsible for performing the following tasks to the highest standards:<ul><li>
Assist the Purchasing Manager with the purchasing of all goods and equipment required by the hotel</li><li>
Purchase the correct goods and materials at a competitive price and proper quantities/volumes</li><li>
Assist the Purchasing Manager with regular reports on goods purchased and inventory levels so to allow for more effective future purchasing</li><li>
Report all monthly savings to the hotel Team</li><li>
Work with hotel management to improve the purchasing process as a way to reduce waste and improve profitability</li><li>
Maintain good communication and working relationships with all hotel areas</li><li>
Attend finance meetings, as required</li><li>
Act in accordance with fire, health and safety regulations and follow the correct procedures when required</li><li>
Serve your role and Team in an environmentally-conscience manner</li></ul>
What are we looking for? 
Cluster Assistant Purchasing Manager serving Hilton brands is always working on behalf of our Guests and working with other Team Members. To successfully fill this role, you should maintain the attitude, behaviours, skills, and values that follow:<ul><li>
Previous experience in a high volume Accounts function</li><li>
Computer literate, with good MS Excel skills</li><li>
Good time management and organisation skills</li></ul>
It would be advantageous in this position for you to demonstrate the following capabilities and distinctions:<ul><li>
Previous experience with the Birchstreet and the PeopleSoft system</li><li>
Relevant degree, in Finance/Accounting or related business discipline, from an academic institution</li></ul> 
What will it be like to work for Hilton? 
Hilton is the leading global hospitality company, spanning the lodging sector from luxurious full-service hotels and resorts to extended-stay suites and mid-priced hotels. For nearly a century, Hilton has offered business and leisure travelers the finest in accommodations, service, amenities and value. Hilton is dedicated to continuing its tradition of providing exceptional guest experiences across its global brands. Our vision &ldquo;to fill the earth with the light and warmth of hospitality&rdquo; unites us as a team to create remarkable hospitality experiences around the world every day. And, our amazing Team Members are at the heart of it all!</div>

Cluster Assistant Purchasing Manager

Rawafid

<div>Rawafid is seeking a detail-oriented Governance &amp; Prequalification Officer who will be responsible for managing and maintaining all corporate registration and compliance documentation for a group of five companies or more, ensuring continuous validity and compliance with Saudi Arabian laws and regulations. The role also involves leading and maintaining vendor registration and prequalification processes with both public (government) and private sector clients, and actively researching business opportunities that align with each company&rsquo;s annual strategy and market focus.<h3 class="jobSectionHeader">
Responsibilities</h3><ul>
<li>Maintain, update, and organize all company incorporation and registration documents for all group entities.</li>
<li>Ensure that all licenses, certificates, and registrations are valid, renewed on time, and in compliance with Saudi law.</li>
<li>Prepare and submit renewal or amendment requests to relevant authorities as needed.</li>
<li>Maintain digital archives of all official corporate documents.</li>
<li>Coordinate with legal advisors, auditors, and government relations officers (Mudad, Qiwa, MOC, ZATCA, GOSI, Chamber of Commerce, etc.) to ensure full corporate compliance.</li>
<li>Lead and coordinate the prequalification and vendor registration process for all five companies with major government and semi-government platforms (e.g., Etimad, Aramco, SEC, SWCC, NEOM, PIF companies) and private clients.</li>
<li>Prepare and update company profiles, registration forms, and required supporting documents (financials, licenses, references, safety records, etc.).</li>
<li>Maintain a master tracking sheet for all vendor registrations and their renewal dates.</li>
<li>Follow up with clients and procurement departments to ensure successful registration and activation.</li>
<li>Develop and standardize templates for vendor registration and compliance submissions across all companies.</li>
<li>Continuously monitor tender platforms, procurement portals, and business news for opportunities relevant to each company&rsquo;s activities.</li>
<li>Track opportunities through Etimad, Monsha&rsquo;at, Aramco IKTVA, PIF projects, and major private developers.</li>
<li>Prepare weekly and monthly reports summarizing potential tenders or partnership opportunities in line with each company&rsquo;s strategic business focus.</li>
<li>Coordinate internally with business development and management teams to prioritize and pursue qualified leads.</li>
<li>Maintain an updated calendar of relevant events, exhibitions, and prequalification windows.</li>
<li>Prepare periodic compliance and registration status reports for management review.</li>
<li>Support cross-functional teams (Legal, Finance, Business Development) with up-to-date corporate data.</li>
<li>Suggest process improvements for document management and vendor registration workflows.</li>
</ul>
Requirements<ul>
<li>
Bachelor's degree in Business Administration, Law, or a related field.</li>
<li>Fresh Graduate- 3 years of experience in governance, compliance, or procurement in the construction industry.</li>
<li>Strong understanding of regulatory requirements and industry standards relevant to construction.</li>
<li>Excellent analytical and problem-solving skills.</li>
<li>Detail-oriented with strong organization skills.</li>
<li>Effective communication and interpersonal skills to collaborate with cross-functional teams.</li>
<li>Proficient in Microsoft Office Suite, particularly Excel and Word.</li>
<li>Experience with document management systems and compliance software.</li>
<li>Knowledge of ISO or other relevant certifications is a plus.</li></ul></div>

Governance & Prequalification Officer

Express Food Company

<div>
 
 
 The Ideal Candidate:
 
 
 
 The ideal candidate is an experienced Project Manager who oversees the end-to-end execution of branch expansion projects. This individual demonstrates strong leadership, coordination, and organizational skills, successfully managing projects from feasibility study to grand opening while ensuring they are delivered on time, within budget, and to quality standards.
 
 
 
 
 
 
 Why Join Us:
 
 
 
 We offer a professional and supportive work environment with opportunities to grow within project management. You will be part of a collaborative team that values accountability, precision, and continuous improvement.
 
 
 
 
 
 
 Role Purpose:
 
 
 
 To manage branch expansion projects from feasibility study to grand opening, coordinating across multiple departments including Engineering, Finance, Supply Chain, IT, Operations, HR, and Admin, and acting as the main point of contact for project progress and risk management.
 
 
 
 
 
 
 Key Responsibilities:
 
 
 
 &bull; Lead and manage branch expansion projects from feasibility study to grand opening
 
 
 &bull; Coordinate and communicate with internal departments (Engineering, IT, Logistics, Operations, HR, Admin) and external stakeholders
 
 
 &bull; Develop project plans and timelines; monitor progress and report to PMO Head / Director
 
 
 &bull; Identify, manage, and mitigate project risks
 
 
 &bull; Ensure compliance with company standards, safety regulations, and SOPs
 
 
 &bull; Track and report key performance indicators (KPIs) for each project
 
 
 &bull; Support continuous improvement and post-opening evaluation for each branch
 
 
 
 
 
 
 Qualifications &amp; Competencies:
 
 
 
 &bull; Bachelor&rsquo;s degree in Business, Project Management, Engineering, or related field
 
 
 &bull; Minimum 5 years of experience in project management, preferably in retail or F&amp;B
 
 
 &bull; Strong coordination and leadership skills with ability to manage multiple departments
 
 
 &bull; Proven track record in delivering complex projects on time and within budget
 
 
 &bull; PMP or equivalent project management certification is preferred
 
 
 &bull; Excellent communication and organizational skills
 
 
 &bull; Fluent in English; Arabic is a plus
 
 
 &bull; Experience in PMO or real estate projects is preferred
 
 
 &bull; Ability to analyze data and prepare reports for executive management
 
 
 &bull; Hands-on approach with strong problem-solving skills
 
</div>

Project Manager

Serviceplan Group Middle East

<div>
 
 We are seeking a talented PR Account Manager to join our team. This role will involve managing public relations strategies. The ideal candidate will be skilled in media relations, client management, and campaign execution.
 
 
 
 
 
 
 Key Responsibilities:
 
 
 <ul>
 <li>
 Own day-to-day client leadership, including scope management, timelines, and quality assurance.
 </li>
 <li>
 Manage retainer scope control, ensuring deliverables remain aligned with contracted services.
 </li>
 <li>
 Identify and support account growth opportunities, including upselling and cross-service integration.
 </li>
 <li>
 Oversee internal coordination across PR, content, media, and digital teams to ensure seamless delivery.
 </li>
 <li>
 Lead client status meetings, reporting, and strategic alignment discussions.
 </li>
 <li>
 Escalate risks, issues, or scope deviations proactively to senior management.
 </li>
 <li>
 Support the preparation of performance reports and strategic recommendations for clients.
 </li>
 <li>
 Develop and implement effective PR strategies tailored to the needs of the client.
 </li>
 <li>
 Serve as the primary point of contact for clients, ensuring high-quality service and that their expectations are met or exceeded.
 </li>
 <li>
 Build and maintain relationships with media representatives and influencers to secure coverage and enhance brand visibility.
 </li>
 <li>
 Write and edit press materials, including press releases, media advisories, and client communications.
 </li>
 <li>
 Organize and manage media events, product launches, and press conferences, ensuring successful execution.
 </li>
 <li>
 Monitor media coverage and assess PR campaign performance, providing insights and recommendations to clients for improvement.
 </li>
 <li>
 Collaborate with internal teams, including creative and digital, to ensure consistency in messaging and strategy.
 </li>
 <li>
 Stay informed about industry trends and news to provide strategic insights to clients.
 </li>
 </ul>
 
 
 
 
 
 Job Requirements:
 
 
 <ul>
 <li>
 Bachelor&rsquo;s degree in Communications, Public Relations, Marketing, or a related field.
 </li>
 <li>
 Experience in automotive PR is preferred.
 </li>
 <li>
 Strong organizational skills with the ability to manage multiple accounts and projects effectively.
 </li>
 <li>
 Excellent writing and communication skills in English and Arabic.
 </li>
 <li>
 Experience with media relations, and a network of media contacts is advantageous.
 </li>
 <li>
 Strong analytical skills for assessing campaign performance.
 </li>
 <li>
 Ability to work collaboratively in a team environment and maintain positive client relationships.
 </li>
 </ul>
 
 
 
 
 
 Preferred Qualifications:
 
 
 <ul>
 <li>
 Experience working in an agency setting.
 </li>
 <li>
 Familiarity with digital marketing and social media strategies as they apply to public relations.
 </li>
 <li>
 Knowledge of PR measurement tools and analytics platforms.
 </li>
 </ul>
 
 
</div>

Public Relations Account Manager

قيام | QIYAM

<div>
 
 
 Role:
 
 
 
 Qiyam is a consulting and investment solutions company specialized in enhancing the Pilgrim Services sector, seeking a creative and experienced Executive Assistant to support executive leadership and ensure the smooth and efficient operation of daily tasks and strategic initiatives. The ideal candidate is highly organized, detail-oriented, proactive, and able to manage multiple priorities while maintaining professionalism and confidentiality. This role supports a mission-driven company operating within the Pilgrim Services ecosystem, requiring sensitivity to cultural, social, and developmental objectives aligned with the company&rsquo;s strategic impact.
 
 
 
 Key Responsibilities:
 
 
 <ul>
 <li>
 Provide comprehensive executive support to the CEO and leadership team, ensuring smooth daily operations.
 </li>
 <li>
 Manage executive calendars, meetings, travel arrangements, and priorities aligned with strategic objectives.
 </li>
 <li>
 Coordinate meetings and engagements with internal teams, government entities, and strategic partners.
 </li>
 <li>
 Conduct sector, market, and operational research; gather and analyze qualitative and quantitative data to support decision-making.
 </li>
 <li>
 Prepare executive presentations, reports, proposals, and strategic documents aligned with consulting standards.
 </li>
 <li>
 Draft professional communications, briefing notes, and reports in Arabic and English, including accurate translation.
 </li>
 <li>
 Support consulting and development initiatives through research, documentation, and solution development.
 </li>
 <li>
 Track action items, dashboards, and deliverables to ensure timely execution across projects.
 </li>
 <li>
 Maintain confidentiality and manage sensitive executive and project-related information professionally.
 </li>
 <li>
 Maintain confidentiality and manage sensitive executive and project-related information professionally.
 </li>
 </ul>
 
 
 Required Skills:
 
 
 <ul>
 <li>
 Strong analytical thinking and ability to extract insights from data.
 </li>
 <li>
 Structured approach aligned with consulting and strategy execution practices.
 </li>
 <li>
 Understanding of the dynamics sector (Pilgrim Services preferred).
 </li>
 <li>
 Excellent command of Arabic and English (written and spoken).
 </li>
 <li>
 Strong professional writing, reporting, and presentation skills.
 </li>
 <li>
 Ability to translate complex information clearly for executives and stakeholders.
 </li>
 <li>
 Advanced proficiency in Microsoft Word, PowerPoint, and Excel.
 </li>
 <li>
 Experience preparing executive and consulting-style presentations.
 </li>
 <li>
 Familiarity with tools such as Notion, Miro, or Canva (preferred).
 </li>
 <li>
 Strong document management and organization skills.
 </li>
 </ul>
 
 
 Behavioral Competencies:
 
 
 <ul>
 <li>
 High professionalism, confidentiality, and reliability.
 </li>
 <li>
 Strong executive presence and interpersonal skills.
 </li>
 <li>
 Ability to multitask, prioritize, and work under pressure.
 </li>
 <li>
 Proactive, fast learner, and adaptable in dynamic environments.
 </li>
 </ul>
 
 
 Qualifications:
 
 
 <ul>
 <li>
 Bachelor's degree in business administration or a related field.
 </li>
 <li>
 2 &ndash; 3 years of experience as an Executive Assistant or in a similar role.
 </li>
 <li>
 Previous exposure to consulting, strategy, or development sectors is highly preferred.
 </li>
 <li>
 Experience preparing strategic documents, proposals, and formal presentations.
 </li>
 <li>
 Professional proficiency in Arabic and English.
 </li>
 </ul>
</div>

Consulting Executive Assistant

Explore 395+ Assistant manager admin and government relations in Jeddah this January. Find roles across top companies and apply now to boost your career.