Office & Operations Coordinator ( SA)📣 Job Ad

About FileCloud and the Opportunity

FileCloud is seeking a full-time Office & Operations Coordinator to join its team in Riyadh, Saudi Arabia. FileCloud is a leading provider of hyper-secure Enterprise File Sync and Share (EFSS) platforms, specializing in content governance and collaboration for unstructured data. Trusted by Global 1000 enterprises, educational institutions, government organizations, and service providers worldwide, FileCloud's product portfolio also includes Signority, a Canadian-based e-signature and document workflow platform acquired in May 2024. As FileCloud continues to grow, we are expanding our team.

The Role

This role is central to managing day-to-day office execution and operational logistics for FileCloud in Riyadh. The Coordinator will report locally to the Managing Director and collaborate with the global team, ensuring smooth administrative and operational functions. This position requires 3-5 years of relevant experience and involves conducting routine administrative tracking, document preparation, and cross-functional coordination across HR, Finance, and IT, with functional leaders maintaining technical oversight.

Key Responsibilities

• Office Operations & Facilities: Maintain office readiness, including access, meeting rooms, supplies, visitors, and basic facilities. Coordinate serviced-office providers, local vendors, practical employee and leadership-visit logistics, and current vendor and service records.
• Employee & Recruitment Coordination: Coordinate interview schedules and local recruitment logistics. Run the onboarding checklist and follow up on workspace, equipment, access, insurance, employment documents, and iqama or visa administration through approved HR and government-relations processes.
• Compliance Administration & Renewal Tracking: Maintain the master renewal calendar with agreed 60-, 30-, and 14-day alerts. Track document requests, prepare routine document packs, obtain signatures through approved processes, and follow up with HR, Finance, legal advisers, and the government-relations provider.
• Procurement & Finance Administration: Obtain quotations, prepare purchase-support documents, and track approvals. Confirm that invoices and expense submissions contain required supporting documents and evidence of receipt, then route them through the approved Finance process. Maintain the office-spend tracker and follow up on deliveries without creating unauthorized commitments.
• Executive & Team Coordination: Coordinate selected meetings, leadership visits, travel, and working sessions. Prepare agendas, capture actions, maintain owner-and-deadline logs, produce concise updates, and support occasional company events and initiatives in Saudi Arabia.
• Document Control & Reporting: Maintain accurate, access-controlled trackers and repositories for vendors, employees, renewals, procurement, and open actions. Provide a concise weekly status of deadlines, blockers, overdue items, and required decisions.

Authority and Scope Boundaries

The role involves preparing documentation within approved authority and escalating legal, tax, accounting, payroll, employment-law, regulatory, and unbudgeted-spend decisions. Government-platform transactions may be completed only under documented delegation and after approval from the accountable functional owner, adhering to approved delegation, confidentiality, and credential controls for any platform access. This position coordinates and administers approved processes without assuming specialist functional accountability; it does not approve payments, sign contracts, calculate payroll, prepare tax returns, determine HR policy, or make employee-relations, legal, accounting, or regulatory decisions.

Qualifications and Experience

• 3-5 years of relevant experience in office administration, operations coordination, employee services, executive support, or a comparable role in Saudi Arabia.
• Experience in a multinational, technology, professional-services, or scaling business is preferred.
• Exposure to Saudi government platforms, employee onboarding, medical insurance, visa or iqama administration, vendor sourcing, and invoice support is preferred.
• Ability to work regularly from the Riyadh office.

Compensation and Application Process

FileCloud offers a competitive salary with an annual bonus for this position. Please note that background security checks are conducted for all team members. AI-assisted screening may be utilized during the application review process.