Administrator Assistant

Role overview

This position supports business units with day-to-day administrative work, ensuring tasks are completed accurately, on time, and in line with company policies and procedures. The role contributes to smooth departmental operations and helps support broader operational goals and improvements.

About the company

alfanar is a Saudi organization with an international footprint. Its business spans manufacturing and trading of low-, medium-, and high-voltage electrical products, along with conventional and renewable energy solutions, oil and gas, water treatment, infrastructure, technical services, and digital offerings. The company’s main manufacturing hub is located in Riyadh at Medinet alfanar Alsinaiya, a 700,000 square-meter complex featuring advanced production facilities and laboratories. alfanar emphasizes high quality, continuous development of its workforce, and a work environment where employees are supported and empowered.

Sales order management

• Enter sales orders into SAP and maintain accurate order records.
• Prepare outbound deliveries and coordinate with stores until the goods are dispatched.
• Work with Sales and Accounts to complete required follow-ups such as letters of guarantee, order releases, deliveries, commercial invoices, payment receipts, and opening of new accounts.

Financial transactions and documentation

• Process advance payment requests and raise commercial invoice requests for collection activities.
• Monitor commercial invoices until they are submitted to the customer.
• Coordinate with Accounts to ensure collected payments are allocated correctly.
• Submit monthly SAP invoices to Accounts after securing the required Sales and Customer signatures.

Sales support and reporting

• Prepare opportunities, quotations, and tender tickets for new bids.
• Compile management reports for the Sales Manager covering bookings, invoicing, full goods credit notes, overdue balances, and forecasts/backlogs.

Project and inventory coordination

• Build item lists based on the project type and IPO requirements.
• Coordinate material master creation with Demand Planning, Factory, and Product Marketing teams.
• Arrange stock take-off samples, pre-qualification files, and project materials, and share weekly updates with management.

Role expectations

• Keep building job-related soft and technical skills.
• Maintain a personal career direction and work toward long-term growth.
• Deliver planned activities within schedules and operational targets.
• Use resources efficiently to meet goals within time and cost limits.
• Provide periodic reports that highlight deviations from planned work and actual execution.
• Address routine issues independently and escalate more complex operational concerns when needed.
• Maintain strong quality control practices and follow specifications for products, processes, and related tasks.
• Support process improvements by following written systems, procedures, and automation opportunities.
• Comply with all applicable policies, procedures, and work instructions.
• Follow health, safety, quality, and environmental requirements to ensure safe and compliant operations.

Qualifications and experience

A diploma or degree in administration from an institute is required. Fresh graduates may apply, and the role is open to candidates with up to 2 years of experience.

Technical competencies

The role calls for capability in work order handling, clerical documentation, document preparation and control, general inventory coordination, general invoice processing, and ad hoc reporting.

Company profile

alfanar invests in quality, people development, and a proactive work culture where employees are valued and encouraged to grow while contributing to the company’s broader industrial and technology-focused portfolio.