Office Administrator (Saudi)📣 Job Ad

About the Role

Pharmaceutical Solutions Industry is seeking an Office Administrator to support the Engineering & Maintenance Department. This full-time position is based in Makkah, specifically in the cities of Jeddah and Makkah. The role requires 2-5 years of experience and involves providing essential administrative, secretarial, and clerical support to ensure the smooth operation of the department.

Key Responsibilities

• Organize and coordinate daily administrative activities for the Engineering & Maintenance Department.
• Provide administrative, secretarial, and clerical support to the Maintenance Manager and the team.
• Ensure effective coordination with other departments.
• Prepare reports, memos, letters, meeting minutes, and presentations using Microsoft Office applications.
• Manage incoming and outgoing correspondence, document distribution, copying, scanning, and filing.
• Maintain departmental records, databases, asset files, maintenance logs, and document control systems.
• Organize meetings, appointments, travel arrangements, and departmental calendars.
• Follow up with maintenance supervisors and team members on reports, work orders, and pending tasks.
• Manage SAP transactions, including purchase requisitions, service requests, and goods receipts.
• Coordinate with Procurement and Finance on maintenance-related purchase requests, quotations, purchase orders, invoices, and payments.
• Assist in processing and tracking maintenance invoices.
• Maintain records of preventive maintenance schedules, service contracts, equipment documentation, and calibration certificates.
• Prepare and submit leave requests, permissions, and overtime records after approval.
• Maintain and archive all departmental documents, ensuring confidentiality and proper control.
• Support cross-functional projects and provide administrative assistance for efficient departmental operations.
• Perform other administrative duties as assigned by the Maintenance Manager.

Qualifications and Experience

• Bachelor’s Degree.
• 1 – 2 years of experience in a similar administrative role, preferably within a large organization.

Work Location and Type

This is a full-time position located in the Makkah region, serving the cities of Jeddah and Makkah.