Admin Services Specialist

Job Purpose

Job Qualifications And Requirements

• A minimum of 2 years of relevant experience
• Bachelor’s degree in Business Administration, Public Administration, Office Management, or equivalent

Roles And Responsibilities

• Receive and answer incoming calls and transfer the caller to relevant staff or function through the PBX system/switchboard
• Reserve and book rooms for meetings, training, and conferences and provide the needed services and equipment in coordination with internal stakeholders
• Organize reception area and offices and keep them clean at all times to leave a good impression on visitors and solidify ZATCA’s professional reputation
• Welcome visitors and guests to ZATCA premises according to protocols, direct to desired location, follow-up on related authorizations and dispatch access cards
• Assist guests and visitors by determining their needs and satisfying their requests, if any, to secure their satisfaction
• Provide supply of office equipment to ensure employees are well equipped to handle daily work
• Coordinate space allocation for new joiners
• Maintain professional practices in dealing with the different parties such as managing incoming calls, courier packages, tax communication, etc.
• Update office extensions and mobile numbers of ZATCA employees on relevant database in coordination with concerned stakeholders
• Coordinate ZATCA correspondences including the collection, organization, sorting, recording, and dispatching of incoming and outgoing correspondences to relevant stakeholders
• Record incoming and outgoing correspondences and courier packages in a central repository for tracking purposes as per set guidelines
• Implement digitization and archiving for incoming and outgoing correspondences
• Coordinate with Driver and mail delivery services for the delivery of outgoing correspondences and courier packages
• Follow all relevant policies, processes and standard operating procedures so that work is carried out in a controlled and consistent manner
• Conduct activities under close supervision
• Escalate complex problems to the relevant person to ensure case/issue is closed efficiently and in timely a manner
• Perform other duties as requested