Administrator📣 Job Ad

About the Role

UCC Holding is seeking an Administrator to provide comprehensive office and administrative support, ensuring efficient daily operations. This full-time role, based in Riyadh, Saudi Arabia, involves delivering excellent customer service, managing information requests, performing clerical and coordination duties, and preparing correspondence. The Administrator will be responsible for scheduling meetings, arranging conference calls, and fulfilling all administrative requirements for the department and direct supervisor efficiently and professionally.

Core Administrative Responsibilities

• Maintain a professional and approachable demeanor, providing excellent customer service to internal and external stakeholders.
• Serve as the first point of contact for visitors, representing the organization professionally.
• Manage the direct supervisor’s calendar, schedule appointments, and provide daily reminders for critical meetings and commitments.
• Screen and manage visitor access to the direct supervisor, including handling unscheduled visits appropriately.
• Maintain accurate logs of visitors, appointments, and meetings for reference and record-keeping.
• Perform other administrative duties and tasks as assigned by the supervisor.
• Support departmental operations and cross-functional coordination when required.

Information and Communication Management

• Receive, distribute, record, and file all correspondence, calls, and inquiries confidentially and accurately to ensure traceability.
• Ensure departmental documents are distributed to the appropriate personnel in a timely manner.
• Screen, organize, and prepare documents for the direct supervisor’s review and signature.
• Track distributed correspondence requiring action or response and follow up accordingly.
• Notify the direct supervisor of urgent matters or documents requiring immediate attention.
• Screen incoming calls and forward approved calls to the direct supervisor.
• Monitor all incoming and outgoing documents to ensure compliance with the company’s Quality Management System (QMS).
• Ensure proper distribution of internal and external mail within the department.
• Coordinate courier services and ensure packages are sent and received on time.
• Maintain records of document and package deliveries for tracking purposes.

Reporting, Data, and Compliance

• Collect, compile, and analyze data when required.
• Prepare professional reports, presentations, and memos within established timelines and with minimal errors.
• Maintain organized records and documentation for administrative reference.
• Support the implementation of Health, Safety & Environment (HSE) initiatives.
• Participate in safety awareness programs and activities.
• Report incidents and assist in resolution in accordance with company policies and the Integrated Management System (IMS).

Qualifications and Experience

• A minimum of 5-10 years of experience in an administrative or office support role.
• Demonstrated ability to provide comprehensive administrative and office support.
• Strong organizational skills and meticulous attention to detail.
• Excellent communication and interpersonal skills for effective interaction with internal and external stakeholders.
• Proficiency in managing calendars, correspondence, and documentation.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Work Setting

This is a full-time position based at UCC Holding's operations in Riyadh, Saudi Arabia. The role requires a proactive individual capable of managing diverse administrative tasks and supporting departmental functions within a dynamic professional environment.