470 Administration jobs in Saudi Arabia

Office Management

• Oversee day-to-day office operations to ensure efficiency and productivity.
• Maintain a clean, safe, and organised office environment.
• Manage office schedules and coordinate meetings and events.
• Ensure proper maintenance of office facilities and equipment.
• Liaise with service providers for repairs and maintenance.

Supplies Management

• Maintain an accurate inventory of office supplies and equipment.
• Ensure timely replenishment of supplies to avoid shortages.
• Conduct regular assessments of supplier performance.

Support Services

• Provide administrative support to the office team.
• Manage correspondence, phone calls, meeting agendas, document controlling, filing, record-keeping and petty cash management.
• Assist with a wide variety of ad-hoc projects or tasks as needed that serves the wider interests of the office and family.
• Coordinate closely with the executive leadership and other department heads to support the company wide operational needs.
• Organise and maintain digital and physical data management. (KSA and International)

Travel Logistics Support

• Assist in travel itineraries, including flights, accommodation, transportation, experiences, events and concierge services.
• Ensure travel arrangements align with the family's preferences and requirements.
• Handle any travel-related issues or changes promptly.
• Assist in compliance with departmental operational budgetary guidelines.

Visa Management Support

• Assist and oversee visa applications and track visa renewals for the family and staff.
• Maintain accurate records of visa status and expiration dates.
• Oversee and track all staff and family travel movement comply with immigration regulations in all relevant jurisdictions.
• Keep a track on changes in visa policies and procedures.

Academic / Professional Qualifications

• Bachelor's degree in business administration, Management, or a related field.

Relevant Experience

• Proven experience in a senior office administration role, preferably within a high-net-worth family office or similar environment.
• Strong organizational and multitasking abilities.
• Exceptional communication and interpersonal skills.
• Proficiency in Oracle NetSuite and office management software and tools.
• Ability to handle confidential information with discretion.
• Strong problem-solving, analytical and decision-making skills.
• Fluent in English.

Competencies

Job Competencies:

• Problem solving
• Multi-tasking skills
• Planning skills

Personal Competencies:

• Integrity
• Dependability
• Communication skills

About Us
Founded in 1983, BTG Pactual is now the largest investment bank in Latin America. We're committed to a future where investing is dynamic and straightforward, which is why we're undergoing a digitization and expansion process across various fronts. Our entrepreneurial mindset allows us to empathize with our clients and understand their challenges, leading to swift, autonomous, and bureaucracy-free solutions. Renowned for our excellence, flexibility, and versatility, we serve clients from our offices in Brazil, Chile, Colombia, Peru, Mexico, Argentina, the United States, United Kingdom, Portugal, Spain, Luxembourg, and Saudi Arabia. For more information visit

The role
BTG Pactual is seeking to hire an Office & Administration Manager based in
Riyad (Saudi Arabia)
.

The successful candidate will be responsible for administration, office management and executive assistance.

Responsibilities
Administrative:

• Government Relations: Oversee and manage the company's accounts with regulatory bodies, including the Ministry of Commerce, Ministry of Investment, Ministry of Human Resources, Zakat & Tax Authority, and other relevant authorities.
• Executive Support: Provide executive assistance, including managing tasks, maintaining a contacts database, handling communications (emails, calls), and performing follow-ups on critical tasks.
• Calendar and Meeting Management: Coordinate diaries and calendars, arrange meetings, schedule conference calls, and ensure efficient time management for executives.

Office Management

• Workspace Coordination: Maintain the office floor plan and coordinate office moves in collaboration with IT (including desk allocation, security passes, and setup).
• Reception Oversight: Support reception staff by managing schedules, approving holiday requests, and handling absences.
• Office Maintenance & Safety: Oversee office maintenance, manage first aid, fire safety, and health and safety compliance. Arrange necessary maintenance services and liaise with external cleaning companies to ensure a well-maintained office environment.
• Vendor & Expense Management: Maintain relationships with office vendors, review service costs, verify invoices, and manage operational expenses and bookkeeping.

Logistics

• Travel Arrangements: Coordinate travel bookings and logistics for executives, working closely with the designated travel agency.
• Event Coordination: Arrange and manage company events, including executive dinners and other hosted functions.
• Expense Management: Submit and track travel expenses and claims on behalf of executives.

Skills & Experience

• Bilingual:Fluent in both English and Arabic.
• Education:Bachelor's degree or Diploma in a relevant field.
• Experience:Robust experience in a similar role.
• Self-Motivation:Proactive and self-driven approach to office management.
• Multitasking & Prioritization:Ability to manage multiple tasks and prioritize effectively under pressure.
• Attention to Detail:Strong focus on accuracy and detail in all tasks.
• Organized & Methodical:Highly organized with a structured and systematic approach to work.
• Communication Skills:Excellent verbal and written communication skills, with the ability to interact effectively across all levels.
• IT Proficiency:Strong proficiency in office software and IT systems.
• Organizational Skills:Exceptional ability to organize tasks, schedules, and resources efficiently.
• Management Skills: Strong leadership and team management skills to oversee office staff and operations.

Our offer
BTG Pactual Is a Global Financial Institution That Retains The Culture, Pace And Agility Of a Young Company. As An Expanding Firm, We Are Committed To Attracting, Developing And Retaining The Very Best Talent, By Offering a Workplace Where Results Are Truly Recognized And Rewarded. We Offer a Fantastic Opportunity For You To Grow Including

• Professional, international working environment
• Challenging, rewarding career
• Collaborative environment
• Competitive compensation package, including performance based annual bonus
• 25 working days vacation
• Health Insurance

BTG Pactual is dedicated to promoting an inclusive culture and does not discriminate based on race, colour, religion, gender identity, sexual orientation, nationality, disability, or age, reinforcing our commitment to diversity.

By submitting this application, I agree to share the information above. Your information will only be used to evaluate the application process and talent database for BTG Pactual and its subsidiaries in accordance with our privacy policy.

The Role

Administration Manager Location : Jeddah, KSA Position Overview We are seeking an experienced Administration Manager to oversee and optimize the organization’s administrative and workplace services. This role will ensure seamless day-to-day operations across facilities management, travel and logistics, hospitality services, vendor relations, and government compliance. The ideal candidate will have a strong hospitality background and a service-first mindset, delivering an exceptional workplace experience for employees, guests, and stakeholders while ensuring efficiency, compliance, and cost-effectiveness.

• Strategy & Governance: Develop and implement administrative policies, strategies, and SLAs aligned with business objectives.
• Facilities & Workplace Management: Oversee facility operations, space planning, preventive maintenance, and lease / rental contracts.
• Hospitality & Guest Services: Supervise reception, mailroom, pantry, events, and AV services to maintain a high standard of hospitality.
• Travel & Logistics: Manage travel bookings, accommodation, visas, immigration compliance, and transportation arrangements.
• Fleet & Driver Management: Ensure efficient fleet allocation, maintenance scheduling, and driver safety programs.
• Records & Compliance: Oversee documentation, archiving, license renewals, and compliance with regulatory requirements.
• Vendor & Cost Management: Source and negotiate vendor contracts, monitor service quality, and drive cost optimization initiatives.
• Employee & Guest Experience: Lead workplace experience initiatives, onboarding support, and employee services programs.
• Systems & Reporting: Utilize CMMS, ticketing systems, and dashboards to monitor performance and generate insights for continuous improvement.
• Government Relations: Liaise with government authorities for permits, renewals, and compliance matters.

• Bachelor’s degree in Business Administration, Hospitality Management, or a related field (Master’s degree preferred).
• 10+ years of progressive experience in administration management, with a strong background in hospitality or corporate services.
• Solid knowledge of facilities operations, vendor management, and government relations in KSA.
• Proficiency in CMMS systems, asset management, and workplace technology solutions.
• Exceptional leadership, communication, and stakeholder engagement skills.

• Hospitality & Guest Service Excellence
• Strategic Planning & Execution
• Vendor & Contract Negotiation
• Regulatory & Compliance Expertise
• Facilities & Workplace Optimization
• Analytical & Problem-Solving Skills
• Employee Service Orientation
• Leadership & Team Development

Service Our aim is to provide our clients and candidates with a consistent, quality service that goes beyond the norm, giving them peace of mind and complete trust in our ability to meet their needs. Knowledge Big Fish consultants specialise in their fields and have extensive experience in the region and beyond. We take pride in our knowledge and network and believe that our relationships are built on trust and integrity and are made for the long term. Care At Big Fish, as well as caring for the people we work with, we also care about the world and environment we live in, that's why Big Fish support initiatives that promote human welfare, environmental protection and sustainability.

Overview

The Administration Coordinator provides administrative support to the branch, handles front desk operations, liaises with internal and external stakeholders to effectively interpret and respond to their concerns and inquiries.

Rentokil Boecker's Administration Coordinator is held accountable for the below job responsibilities :

• Receive and screen verbal / written correspondence and greet visitors, answering questions, obtaining information and directing them to appropriate department or person.
• Schedule appointments and assist in organizing meetings, trainings, conferences, exhibitions.
• Order and maintain inventory of office supplies, equipment, and services while respecting internal procedures and contractual agreements.
• Assist and follow up on office and accommodation's management, requests and maintenance issues.
• Maintain accurate company address list.
• Assist in fleet management (car registrations, maintenance, traffic fines, motor insurance, etc.).
• Perform administrative and support duties to all departments when needed.
• Assist in sourcing vendors for goods and services, to get the best possible quality, price, terms and service guarantee.
• Review requisitions and check availability of items with suggested suppliers.
• Receive purchased items and check quality, quantity and specifications.
• Assist in sustaining proper inventory levels of office supplies.
• Report and follow up on claims to suppliers for defective items, shortage, or missing parts.
• Assist in forecasting requirements and order products to meet office demands.
• Handle an effective physical and electronic archiving and filing system.
• Supports the HR team once needed

• Bachelor's Degree in Business Administration or equivalent.
• The candidate should be Saudi
• At least 1 year of experience in Administration.
• Proficiency in English and / or Arabic is a must.

Responsibilities

• Plan and coordinate administrative procedures and systems and devise ways to streamline processes.
• Recruit and train personnel and allocate responsibilities and office space.
• Assess staff performance and provide coaching and guidance to ensure maximum efficiency.
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations.
• Manage schedules and deadlines.
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints.
• Monitor costs and expenses to assist in budget preparation.
• Oversee facilities services, maintenance activities and trades persons (e.g electricians).
• Organize and supervise other office activities (recycling, renovations, event planning etc.).
• Ensure operations adhere to policies and regulations.

• Education : Graduation in Business Administration or equivalent.
• Experience: Minimum 8 years experience in the same field.

Overview

Title: Administration Executive

Primary Objectives: To provide the client's office with full GRO and administrative support, to provide simple business translations at a consistent high standard and to assist their Middle East Operations Manager and their Riyadh Office Coordinator with local office management projects

Location: Riyadh, Kingdom of Saudi Arabia

MUST BE ARABIC

• Assist with government departments and agencies such as Ministry of Justice, Ministry of Labour, Chamber of Commerce, Muqeem, Ministry of Commerce, SDAIA, etc.
• Manage Iqama renewals for staff and dependents (where appropriate) in accordance with local regulations
• Issue exit and re-entry visas for non-Saudi staff
• Assist in issuing Saudi visit visas to visitors residing outside KSA
• Support with renewals of licences, and regulatory and business subscriptions
• Report all government related activities affecting the business to the Managing Partner, Operations Manager and/or Office Coordinator as appropriate
• Oversee vendor registrations in Arabic and maintain vendor relationships alongside the Operations Manager and Office Coordinator
• Assist with fact finding and submitting RFPs via the Etimad portal
• Prepare and submit expense claims on behalf of the team using Chrome River
• Provide accurate business translations from Arabic to English and vice versa
• Orders business cards for the team ensuring the English and Arabic text is aligned and accurate
• Manage office vehicle registration, maintenance, and insurance renewals
• Driving duties to include collections and deliveries
• Assist with updating client information and relevant databases on InterAction
• Maintain a clean and tidy meeting room with well-stocked stationery
• Provide ad hoc front of house support such as greeting clients and visitors in a professional manner, preparing drinks and/or snacks and/or lunches (as appropriate) for client meetings
• Manage and procurement of office supplies
• Support with printing, scanning and binding tasks as and when required
• Manage own email account including timely response times, filing of emails (including hard copy filing where necessary)
• Assist Office Coordinator and Operations Manager with ad hoc office management projects
• Assist other regional Business Services Managers with local on the ground project support
• Adhere to firm and local office policies and procedures, including those that are formal, informal, documented or verbal

• Translations produced to a high level of accuracy and completed within agreed timeframes
• Task based work is consistently completed as requested, within agreed timeframes and is of a consistently high standard
• A reputation within the practice for being an adaptable, flexible, and supportive team player
• A reputation amongst Business Services groups for being an effective communicator and for working with them to achieve positive outcomes
• Compliance with the client firm’s policies, guidelines, and recommended ways of working
• Actively participate in the client firm’s annual performance review process, using knowledge of the Business Support Competency Framework to set professional goals
• Self-motivated and results oriented

• Solid experience in government services systems and portals
• Proficient in Arabic and English both written and verbal
• Proven relationship management skills including communicating across all levels throughout the firm
• Good knowledge of Microsoft Outlook, Word, and basic Excel
• Excellent written and verbal communication skills in both Arabic and English with a demonstrated ability to build effective and trusting relationships with people internally and external to the firm
• Proven high level organisational and time management skills with the ability to think ahead, prioritise workload, respond to and manage changing circumstances and work under pressure to meet deadlines
• Strong attention to detail
• Good judgement and problem-solving ability

• Personal Leadership
  • Takes pride in their work and positively impacts those around them
  • Inspires confidence by consistently delivering quality work
  • Maintains composure under pressure by finding ways to manage their reactions to challenging situations
  • Behaves consistently with the firm’s values and brand and inspires this in others
• Connects and Collaborates with People
  • Takes an active interest in others and gets to know the people they interact with
  • Treats people with respect and in a fair and consistent way
  • Adopts a positive communication style, even when challenged by others
• Contributes to the Success of Others
  • Maintains an awareness of the firm’s purpose, objectives and structure
  • Recognises how their work contributes to and affects the work of others, and prioritises and communicates accordingly
  • Identifies opportunities to assist others and readily volunteers their help
• Enhances the Client Experience
  • Finds ways to enhance the experience of the firm’s clients through their daily tasks
  • Shows a willingness to go the extra mile to deliver great service
• Achieves Results
  • Goes above and beyond to contribute to the success of the firm
  • Pays attention to the quality and accuracy of their work
  • Suggests new ideas or ways of doing things in a confident, constructive, and sensitive way

Salary: SAR 17,000 - 20,000

Your Job

Saudi Guardian Float Glass Int CO Ltd. is looking for an Admin Manager to join the team. The ideal candidate will be a Bilingual Saudi National with 8-15 years of experience in HR administrative duties, government relations, online portals, managing employee contracts and documentation, and supporting HR tasks. You will ensure smooth company operations, legal compliance, and proper documentation in line with Saudi regulations.

Our Team

We are a principled-based company that relies heavily on teamwork and ingenuity. We pride ourselves on being the partner of choice for our internal and external customers.

The site employs over 250 staff and produces float glass, vacuum coating glass, and wet coating glass.

What You Will Do

1. Oversee and manage the company’s accounts with regulatory bodies, including the Ministry of Commerce, Ministry of Investment, Ministry of Human Resources, Zakat & Tax Authority, and other relevant authorities.
2. Ensure compliance with Saudi labor laws, effectively manage government relations, and oversee all regulatory activities.
3. Liaise with local authorities, PROs, and government offices for employee documentation and permits.
4. Support HR with regularly updated administrative policies and procedures based on best practices.
5. Oversee accommodation arrangements, camp management, transportation, and site facilities for employees.
6. Maintain accurate administrative records, reports, and filing systems for audits and compliance.
7. Supervise and mentor administrative staff, providing guidance, training, and support as needed.

Who You Are (Basic Qualifications)

• Demonstrated experience in a related field
• Background in Business Administration or a related discipline
• Experience in administrative, government relations, and HR support roles
• Knowledge of software packages (Microsoft 365)
• Excellent interpersonal and time management skills
• Result-oriented approach
• Fluent in spoken and written English and Arabic

What Will Put You Ahead

• Experience in HR Shared Services and HR operations
• Proven experience as an administration manager
• Ability to manage and operate all relevant Saudi government portals
• Excellent communication skills
• Strong organizational and multitasking abilities

LI-MB5

The Administration Coordinator provides administrative support to the branch, handles front desk operations, liaises with internal and external stakeholders to effectively interpret and respond to their concerns and inquiries.

Rentokil Boecker's Administration Coordinator is held accountable for the below job responsibilities:

• Receive and screen verbal/written correspondence and greet visitors, answering questions, obtaining information and directing them to appropriate department or person.
• Schedule appointments and assist in organizing meetings, trainings, conferences, exhibitions.
• Order and maintain inventory of office supplies, equipment, and services while respecting internal procedures and contractual agreements.
• Assist and follow up on office and accommodation's management, requests and maintenance issues.
• Maintain accurate company address list.
• Assist in fleet management (car registrations, maintenance, traffic fines, motor insurance, etc.).
• Perform administrative and support duties to all departments when needed.
• Assist in sourcing vendors for goods and services, to get the best possible quality, price, terms and service guarantee.
• Review requisitions and check availability of items with suggested suppliers.
• Receive purchased items and check quality, quantity and specifications.
• Assist in sustaining proper inventory levels of office supplies.
• Report and follow up on claims to suppliers for defective items, shortage, or missing parts.
• Assist in forecasting requirements and order products to meet office demands.
• Handle an effective physical and electronic archiving and filing system.

• Bachelor's Degree in Business Administration or equivalent.
• At least 1 year of experience in Administration.
• Proficiency in English and/or Arabic is a must.

Overview

The Administration Manager in a human resources outsourcing firm specializing in automotive personnel is a vital position that ensures the seamless operation of administrative functions. This role demands a proactive leader who can navigate the complexities of the automotive industry while managing a diverse team. The Administration Manager will focus on optimizing processes, enhancing team performance, and driving operational excellence to support the organization's strategic objectives.

1. Design and implement effective administrative policies that cater specifically to the automotive sector, promoting operational efficiency.
2. Supervise daily administrative operations, ensuring compliance with both company policies and automotive industry standards.
3. Lead, mentor, and develop administrative staff, fostering a culture of continuous improvement and professional growth.
4. Collaborate with various departments to ensure effective communication and operational alignment across the organization.
5. Manage the administrative budget, focusing on cost control and resource optimization to enhance profitability.
6. Conduct regular audits of administrative processes to identify inefficiencies and implement corrective actions tailored to the automotive context.
7. Prepare and present detailed reports on administrative performance, utilizing key metrics relevant to the automotive industry.
8. Integrate advanced technology solutions to automate routine administrative tasks, improving overall workflow efficiency.
9. Ensure all administrative activities comply with legal and regulatory requirements specific to the automotive sector.
10. Serve as the primary contact for external vendors and service providers related to automotive administrative functions.

1. Proven track record in an administrative management role within the automotive or HR outsourcing industry.
2. Strong leadership qualities with the ability to motivate and guide a diverse team effectively.
3. Exceptional organizational skills, with a keen ability to multitask and prioritize effectively.
4. Outstanding communication and interpersonal skills, particularly in technical and professional settings.
5. Analytical thinker with the ability to leverage data for informed decision-making.
6. Proficient in office management software and tools specific to the automotive industry.
7. Strong problem-solving capabilities and meticulous attention to detail.
8. Ability to work efficiently under pressure while meeting tight deadlines.
9. Adaptability to changing business needs within the automotive landscape.
10. Commitment to continuous learning and professional development in the automotive field.

• Comprehensive understanding of administrative processes within the automotive industry.
• Proficient in Microsoft Office Suite and automotive management software applications.
• Excellent verbal and written communication skills, tailored for technical audiences.
• Experience in managing budgets and financial reporting specific to automotive operations.
• Strong leadership and team-building skills in a specialized administrative environment.
• Effective time management and organizational capabilities.
• Knowledge of HR policies and practices relevant to the automotive sector.
• Experience with project management tools and methodologies applicable to administrative functions.
• Ability to collaborate effectively with cross-functional teams in the automotive industry.
• Strong analytical skills to evaluate operational performance and identify areas for improvement.