Administrative Assistant

About the Role

OOMCO KSA is seeking an Administrative Assistant to join their team in Al Khobar, Eastern region. This full-time role is essential for providing comprehensive administrative support across various company functions, particularly those related to dealers and operators. The Administrative Assistant will serve as the central point for all administrative correspondences and provide quick support to both indoor and outdoor teams.

Key Responsibilities

• Draft agreements, letters, memos, and other correspondences based on guidelines and line manager instructions to support retail operations.
• Provide administrative assistance to all staff for their various requirements.
• Organize retail meetings, manage meeting minutes, and track action plans.
• Handle walk-in potential dealers, recording and managing their application requirements.
• Initiate and manage procurement requirements in accordance with company processes.
• Maintain a logbook/register for all correspondences, ensuring proper recording, tagging, and filing.
• Act as the custodian for retail operation files, including sales, operations, correspondences, meeting minutes, and action plans.
• Ensure timely closure of all internal and external customer requests to maintain smooth operations.
• Contact and meet suppliers as needed to ensure quality for staff requirements.
• Exhibit professionalism and excellent customer service with all stakeholders.
• Implement best practices for documentation and document processes.
• Ensure all department communications reflect professionalism for easy reference.
• Manage and update the retail database file for efficient information retrieval regarding service stations.
• Issue Purchase Requisitions (PR) and Purchase Orders (PO) for company-related jobs, adhering to OOMCO procurement processes.
• Update and follow all company online registrations.
• Support the business development team in new site opening activities.
• Plan and manage employee services.
• Build and maintain professional relationships with all internal and external stakeholders.
• Ensure implementation of all HSE requirements, policies, standards, procedures, and guidelines to maintain a safe working environment and good customer service.

Experience and Skills

• 0-1 year of relevant experience.
• Strong organizational and documentation management skills.
• Proficiency in administrative support functions.
• Excellent communication and interpersonal skills.
• Ability to manage multiple tasks and prioritize effectively.
• Familiarity with procurement processes is an advantage.

Work Environment

This is a full-time position based in Al Khobar, KSA, requiring interaction with various internal departments and external stakeholders to ensure operational excellence and adherence to company standards.