Coordinator of Business Affairs (Security and Safety Administration)

Role overview

This position provides comprehensive administrative and coordination support to the General Manager of Security and Safety. It acts as the main communication bridge between the Security and Safety Department, project managers, and security managers at headquarters and across the sites. The purpose of the role is to keep communication flowing smoothly, track the execution of instructions, and organize periodic reporting so the department can achieve its strategic goals.

Key responsibilities

• Serve as the communication link between the General Manager’s office, project managers, and security managers to ensure instructions and directives are delivered clearly.
• Monitor the implementation of decisions and assignments issued by the General Manager, following up with the relevant stakeholders to make sure deadlines are met.
• Coordinate regular and urgent meetings between the General Manager and project managers, prepare meeting agendas, document minutes, and track action items until completion.
• Collect periodic reports related to security, safety, and emergency situations from project and security managers, then review and summarize them for presentation to the General Manager.
• Track performance indicators (KPIs) across different projects and highlight deviations or issues that require senior management attention.
• Maintain organized filing and documentation systems for official correspondence, confidential letters, and internal reports for the Security and Safety General Administration.
• Draft formal letters and memoranda addressed to project managers or external parties.
• Arrange the General Manager’s inspection visits to projects and industrial sites in coordination with field security managers.
• Coordinate with other departments such as Human Resources, Finance, and Procurement regarding the needs of project and security managers.
• Receive urgent reports and critical incidents from security managers and escalate them immediately to the General Manager in line with the approved communication protocol.
• Ensure critical observations and complaints received from sites are closed out in coordination with the relevant project manager.

Required skills and competencies

• Professional verbal and written communication
• Strong administrative coordination
• Time management and prioritization
• Ability to handle multiple tasks simultaneously
• Confidentiality and trustworthiness when handling sensitive information
• Proficiency in MS Office
• Comfort using online project and reporting platforms
• Administrative awareness and proactive issue spotting
• Meeting coordination and minute taking
• Report consolidation and data follow-up

Additional information

The role requires a high level of discretion, as it involves sensitive security-related information and private reports. It also demands proactive thinking to anticipate issues before they arise and alert project managers in advance.

Working environment

This is a full-time, on-site position based in Riyadh, Saudi Arabia.