Administrator📣 Job Ad

About the Role

Albawani is seeking a dedicated Administrator to provide comprehensive administrative and coordination support to the Technical Department. This full-time position is based in Saudi Arabia and is crucial for ensuring the efficient day-to-day operation of the department and effective support for project delivery activities. The Administrator will report directly to the Technical Director.

Key Responsibilities

The Administrator will be responsible for a range of administrative and coordination tasks to support the Technical Department and its staff. Key duties include:

• Providing day-to-day administrative support to the Technical Director and department staff.
• Managing calendars, schedules, appointments, and meeting arrangements.
• Coordinating travel arrangements, site visits, and meeting logistics.
• Preparing correspondence, memos, reports, and presentations as directed.
• Maintaining orderly filing systems for administrative records and department documentation.
• Supporting the handling, distribution, and tracking of technical correspondence and documents in coordination with the Document Control team.
• Maintaining logs, trackers, and registers for meetings, actions, and administrative follow-ups.
• Assisting in compiling and formatting technical and management reports.
• Ensuring timely circulation of agendas, minutes of meetings, and action lists.
• Supporting archiving and retrieval of project and departmental records.
• Acting as a coordination point between the Technical Department and other internal departments.
• Liaising with external parties on administrative matters under the direction of the Technical Director.
• Following up on action items, deadlines, and information requests.
• Supporting the onboarding and administrative induction of new technical staff.
• Maintaining accurate records of technical responses and site-related decisions.
• Assisting in maintaining departmental trackers, schedules, and summary reports.
• Supporting the preparation of weekly and monthly administrative status reports.
• Identifying opportunities to improve administrative processes and office efficiency.
• Supporting ad-hoc administrative tasks and special assignments.
• Assisting with the coordination of audits, reviews, and internal assessments from an administrative perspective.

Qualifications and Experience

Candidates should possess the following qualifications and experience:

• A minimum of 5-10 years of experience in an administrative or office management role.
• Experience within construction, engineering, or project-based environments is preferred.
• Demonstrated experience supporting senior management and technical teams.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong practical skills in Excel, including tables, basic formulas, formatting, and tracking logs.
• Experience in document handling, filing systems, meeting coordination, minute taking, and action tracking.
• Ability to manage multiple tasks, priorities, and deadlines with accuracy and attention to detail.
• Strong organizational, communication, and interpersonal skills.
• Professional proficiency in English, both written and spoken.
• A Diploma or Bachelor’s degree in Business Administration, Office Management, or a related discipline.
• Additional administrative or office management training is an advantage.

Work Environment and Industry

This role operates within the construction and design & build projects sector, specifically within project-based technical and engineering office environments. The position is full-time and located in Saudi Arabia.