Administration Specialist

Job purpose

The Administration Specialist is responsible for performing all Administration related activities, including all administration services in accordance with CoE's objectives, targets, policies and processes.

Roles and responsibilities:

Administration Services:

Develop and Implement preventive maintenance plans to ensure availability and reliability of all company's facilities

Develop supplies requirement plan on an annual and coordinate their procurement

Manage companies warehouses adhering to company policies and procedures

Perform general facility maintenance and coordinates any needs of the employees with facility maintenance contractors

Plan for company's receptions and events (annual meetings, major announcements, lunch with CEO, etc) and coordinate with different departments and suppliers to ensure effective execution

Process all administration services requests for archiving, printing, permission letters, others in a timely manner ensuring their adherence to company policies and procedures

Represent the company in external events, conferences and exhibitions, i.e., employment exhibitions and conferences.)

Set and monitor supplies stock level and coordinate with procurement when they reach reorder limits.

Manage the duties of Administer employee's facilities maintenance requests and double check of completion.

Manage and point out the Devilry of Company Doc and following ups Records of delivery & pick-up

Handle petty cash arrangement and urgent PR's creation.

Support, manage all company administration and government's needs.

Support, manage the non-Saudi employment gov. requirements and supports

Qualifications and Professional certifications:

Diploma in Electrical or Mechanical Engineering or Bachelor's degree in Facilities Management / Project Management / Industrial Engineering.

Professional Certificate Administration Services Management is preferred.

Job experience:

4-6 years of experience in facilities management, maintenance, or operations.

Experience in contract management and overseeing maintenance contractors.

Knowledge of HVAC, electrical, and fire systems.

Skills:

-Proficiency in office management software (e.g., Microsoft Office Suite)

- Strong organizational and multitasking abilities

- Excellent communication and interpersonal skills

- Attention to detail and accuracy in completing tasks

- Knowledge of basic accounting and bookkeeping principles

- Ability to prioritize and manage time effectively

- Problem-solving and decision-making skills

- Flexibility and adaptability to changing work environments

- Understanding of data confidentiality principles