Office Administrator (Saudi)
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Key skills for this role
About the Role
Pharmaceutical Solutions Industry Ltd is seeking an Office Administrator for its Engineering & Maintenance Department in Jeddah. The role involves coordinating administrative activities, preparing reports, managing SAP transactions, and supporting maintenance operations.
Key Skills for This Role
Responsibilities
- 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
Requirements
- Bachelor’s Degree
- 1 – 2 Years of experience in the same position in a big organization
Full Job Posting
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
MAIN DUTIES AND RESPONSIBILITIES
- 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.
Education and Experience
- Bachelor’s Degree
- 1 – 2 Years of experience in the same position in a big organization.
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