Office Administrator (Saudi)

Job purpose

This role is focused on keeping the Engineering & Maintenance Department organized on a day-to-day basis. The position provides administrative, secretarial, and clerical assistance to the Maintenance Manager and the wider team so that internal coordination runs smoothly and departmental work is completed efficiently.

Key responsibilities

• Serve as the administrative link between the Engineering & Maintenance Department and other departments.
• Draft reports, memos, letters, meeting notes, and presentations with Microsoft Office tools.
• Handle incoming and outgoing mail, distribute documents, and manage copying, scanning, and filing tasks.
• Keep department records updated, including databases, asset files, maintenance logs, and document control records.
• Arrange meetings, appointments, travel plans, and the department calendar.
• Track follow-ups with maintenance supervisors and team members on reports, work orders, and open action items.
• Process SAP activities for the department, such as purchase requisitions, service requests, goods receipts, and related transactions.
• Coordinate with Procurement and Finance on maintenance purchases, quotations, purchase orders, invoices, and payment follow-up.
• Support the processing and monitoring of maintenance invoices through to closure.
• Maintain records for preventive maintenance plans, service agreements, equipment papers, and calibration certificates.
• Prepare and route leave requests, permissions, overtime records, and other employee documentation after Maintenance Manager approval.
• Store and archive departmental documents securely while maintaining confidentiality and proper document control.
• Assist with cross-functional initiatives and other administrative tasks needed for smooth departmental operations.
• Carry out additional duties assigned by the Maintenance Manager.

Education and experience

A bachelor’s degree is required. The preferred background includes 1 to 2 years of relevant experience in the same role within a large organization.

Additional information

This is a full-time, onsite position based in Jeddah, Makkah, Saudi Arabia.