Receptionist Office Administrator

About the Role

PROCONICS MIDDLE EAST is seeking a Receptionist Office Administrator to join their team in Al Khobar. This full-time role provides professional front-desk services while supporting daily office administration, government relations, and coordination. The position is crucial for ensuring smooth office operations, effective communication, and a welcoming environment for staff and visitors, as well as timely coordination of government and regulatory processes.

Key Responsibilities

• Greet and welcome visitors professionally, maintaining a clean and organised reception area.
• Manage incoming calls, screening and directing them appropriately.
• Oversee visitor logs, access control, and handle courier deliveries and collections.
• Manage the opening and closing procedures of the office.
• Support reception-related administrative duties and manage meeting calendar bookings.
• Prepare, scan, file, and distribute documents, maintaining accurate manual and electronic filing systems.
• Monitor and order stationery and office supplies, and receive and record deliveries and parcels.
• Communicate internal notices and updates, providing general administrative support across departments.
• Log and follow up on maintenance issues (*, lighting, plumbing, AC) and liaise with contractors, suppliers, and service providers.
• Monitor and escalate facilities-related matters, assisting with office layout changes, workspace planning, and internal moves.
• Coordinate meeting logistics (venues, catering, equipment) and assist with company events and functions.
• Support employee engagement initiatives and prepare materials for internal events.
• Manage internal communication channels (*, notices, WhatsApp groups) and act as a key coordination point between departments and management.
• Provide ad-hoc operational and administrative support, ensuring smooth information flow across teams.
• Support the administration of government platforms such as Qiwa, Muqeem, GOSI, Mudad, and Chamber of Commerce.
• Coordinate applications, renewals, and status tracking for work permits, iqamas, exit/re-entry visas, employment transfers, and other employee documentation.
• Liaise with the company’s appointed external PRO, government-relations consultants, and authorised service providers.
• Prepare, submit, and follow up on supporting documents for government and regulatory processes.
• Maintain an accurate register of company licenses, employee documentation, permits, and expiry dates, providing advance notification of upcoming renewals.

Qualifications and Experience

• Minimum High School Diploma (Secondary School Certificate).
• 2–5 years of experience in reception, administration, or personal assistant roles.
• Strong Microsoft Office skills (Word, Excel, Outlook).
• Professional communication and telephone etiquette in both English and Arabic.
• Experience supporting senior management is advantageous.
• Experience working with suppliers and service providers is advantageous.
• Familiarity with Saudi government platforms such as Qiwa, Muqeem, GOSI, Mudad, and Chamber of Commerce portals is advantageous.
• Basic understanding of Saudi employment, work-permit, iqama, and visa-administration processes.
• Ability to handle confidential employee and company information professionally.
• Ability to track multiple applications, deadlines, renewals, and document-expiry dates.
• A valid Saudi driving license would be advantageous.

Work Environment

This is a full-time position based in Al Khobar, requiring a professional who can manage diverse administrative tasks and government relations coordination in a dynamic office setting.