Office Administrator; Saudi

Purpose of the Job:

To organize and coordinate the daily administrative activities of the Engineering & Maintenance Department by providing administrative, secretarial, and clerical support to the Maintenance Manager and the team, ensuring smooth departmental operations and effective coordination with other departments

• Coordinate administrative activities between the Engineering & Maintenance Department and 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 regarding reports, work orders, and pending tasks.
• Manage SAP transactions related to the Engineering & Maintenance Department, including purchase requisitions, service requests, goods receipts, and other departmental transactions.
• Coordinate with Procurement and Finance regarding maintenance-related purchase requests, quotations, purchase orders, invoices, and payments.
• Assist in processing and tracking maintenance invoices until completion.
• Maintain records of preventive maintenance schedules, service contracts, equipment documentation, and calibration certificates.
• Prepare and submit leave requests, permissions, overtime records, and other employee-related documents after approval by the Maintenance Manager.
• Maintain and archive all departmental documents while ensuring confidentiality and proper document control.
• Support cross-functional projects and provide administrative assistance to ensure the efficient operation of the Engineering & Maintenance Department.
• Perform any other administrative duties assigned by the Maintenance Manager.

Bachelor’s Degree

1 – 2 Years of experience in the same position in a big organization.