HR & Finance Administrator

The HR & Finance Administrator is responsible for a variety of duties related to Administration, HR and Finance in Saudi Arabia. The HR & Finance Administrator plays a vital, multi-faceted role in ensuring the smooth, daily operations of the entity in Dammam.

• Manage day-to-day office administration, including reception, telephone calls, visitor management, conference room coordination, mail handling, filing, document preparation, and general office support.
• Translate routine correspondence and documents from English to Arabic, coordinating external translation providers for complex documents when required.
• Monitor office supplies, stationery, refreshments, cleaning materials, and office consumables, and arrange replenishment in accordance with company procedures.
• Identify and manage suppliers for the production of business cards, brochures, posters, and other marketing materials as required.
• Liaise with building management and service providers to coordinate office maintenance, repairs, and preventive maintenance activities.
• Maintain office safety, security and building access systems.
• Coordinate administrative aspects of employee onboarding and offboarding, including induction arrangements, office access, biometric registration, employee directories, telephone lists, desk/office allocation and related office arrangements.
• Support HR/Legal team with translation, attestation, notarization, and legalization services as requested.
• Provide administrative support to the marketing team for events, promotional materials, gifts, brochures, and other departmental activities as required.
• Provide general administrative support to management and other departments as requested.

• Ensure the timely renewal and compliance of company licenses, registrations, government permits, and employee work authorization documents.
• Manage employee immigration and labour‑related processes, including work visas, Iqama issuance and renewals, sponsorship transfers, exit/re‑entry visas, final exit visas, and business travel visas.
• Provide visit visa documents as requested – invitation letters.
• Administer employee transactions through government platforms, including Qiwa, GOSI, HRSD, Muqeem, Absher, and other applicable government systems.
• Work with HR Manager to maintain/update employee records within government systems.
• Process GOSI registrations, salary updates, and employee deletions.
• Maintain accurate employee personnel files and ensure compliance with Saudi Labour Law, HRSD regulation and company policies.
• Liaise with government authorities, embassies, and approved service providers regarding employment, immigration, licensing, and regulatory matters.
• Monitor updates to Saudi Labour Law, immigration regulations and government procedures, advising HR Manager and supporting the implementation of regulatory updates.
• Prepare employment‑related letters, certificates, no‑objection certificates (NOCs), employment confirmations, and other HR documentation.
• Maintain accurate records of employee immigration status, work authorization, and government transactions.
• Maintain the confidentiality of employee records and sensitive HR information.
• Perform other HR duties as assigned.
• Maintain the Employee Re‑Entry (ERE) tracker, where applicable, and provide monthly reports to Payroll for applicable employee deductions.

• Manage office petty cash, ensuring appropriate approvals, accurate record‑keeping, reconciliation, and timely reporting to the Finance department.
• Download and issue individual mobile bills to employees to review and advise personal usage, maintain personal use tracker, and submit quarterly payroll deduction tracker to payroll team.
• Submit utility invoices (Saudi Electricity / Saudi Telecom), with supporting documents to finance team for payment processing.
• Process and manage vendor invoices, and ensure that necessary supporting documents and approval are in place before processing.
• Maintain records of expenses as per audit requirements.
• Customer invoicing, including e‑invoicing through ZATCA portal.
• Assist in internal and…