273 Administrative Clerk jobs in Saudi Arabia

PURPOSE OF THE POSITION

The Administrative Assistant provides comprehensive administrative, clerical, and operational support to the PCDA KSA team, with a primary focus on managing purchase orders, tracking shipments, and ensuring smooth logistical operations within the KSA market, and assisting with the vendor creation process. The ideal candidate will be highly organized, detail-oriented, possess excellent communication skills, and have a proactive approach to problem-solving.

• Purchase Order (PO) Management: Create, process, and track purchase orders in accordance with company policies and procedures. Verify accuracy of PO details, including pricing, quantities, and delivery information. Liaise with vendors to resolve PO-related issues, such as discrepancies or delays. Maintain accurate records of all POs, invoices, and related documentation.
• Shipment Tracking & Logistics: Monitor the status of shipments from origin to final destination within KSA. Proactively identify and resolve potential shipping delays or issues. Communicate shipment updates to relevant stakeholders, including internal teams and external partners. Coordinate with customs brokers and freight forwarders to ensure timely clearance of goods. Maintain up-to-date tracking information in company systems.
• Vendor Creation & Management: Assist in the vendor creation process by gathering required documentation (e.g., company registration, tax ID, bank details). Ensure all vendor information is accurate and complete. Submit vendor creation requests to the appropriate department (e.g., Finance, Procurement). Maintain a database of approved vendors. Assist with vendor performance tracking and reporting. Communicate with potential vendors to explain the vendor creation process and answer questions.
• Administrative Support: Provide general administrative support to the team, including managing calendars, scheduling meetings, and making travel arrangements. Prepare reports, presentations, and other documents as needed. Handle incoming and outgoing correspondence (mail, email, phone calls). Maintain office supplies and equipment. Assist with other administrative tasks as assigned.
• Communication & Coordination: Serve as a primary point of contact for vendors and internal teams regarding POs, shipments, and vendor creation. Communicate effectively in English and Arabic (preferred). Maintain positive working relationships with colleagues and external partners.

Qualifications:

• High school diploma or equivalent required; Bachelor's degree preferred.
• Years of experience in an administrative role, preferably with experience in PO management, shipment tracking, and vendor creation.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with (Specific ERP or Procurement Software, e.g., SAP, Oracle) is a plus.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Fluency in Arabic and English is highly preferred.
• Knowledge of customs regulations and import/export procedures in KSA is a plus.
• Prior experience in retail or luxury goods industry is a plus.

Skills:

• Administrative Support
• Purchase Order Management
• Shipment Tracking
• Logistics Coordination
• Vendor Creation & Management
• Communication (Written & Verbal)
• Organization
• Time Management
• Attention to Detail
• Problem-Solving
• Microsoft Office Suite

Reimagine Whats Possible

• Ensure the safety aspects for the position are executed by utilizing the APQ Basic Safety Practice program, which includes office safety audits, safety work permits, management of change, etc.
• Comply with APQ and local safety, health, and environment standards, to fulfil the mandatory safety requirement and activities for the front office.
• Manage the Site Leaderships calendars and their direct reports as required, schedule meetings, and take meeting minutes when required.
• Assist with daily, weekly, monthly, and yearly reports as required.
• Develop Excel, Power Point, and Word Documents for meetings and correspondence.
• Use SAP (or equivalent platform) for travel management, purchase requisitions, and timesheet management.
• Utilize Project Management skills to perform the tasks for the role.
• Prepare and control support of monthly expenses.
• Organize team events.
• Assist with booking reservations for new arrivals and visitors to the office and sites.
• Manage the contracts for support services, including reviewing the monthly invoices.
• Arrange and plan transportation for new employees and visitors.
• Supervise all company cars needs and activities:
• Car Needs: Fuelling, cleaning, maintenance & contracts.
• Process gate passes per the individual sites work processes for the Operations and Maintenance Organization, visitors, and contractors.
• Coordinate with the Government Relations Office to insure site employee government documents are current.
• Managing and tracking of site consumable items.
• Managing and oversee the buildings for keeping buildings properly maintained, clean, and safe work environment. Ensure that a building's services meet the needs of the staffs it houses.

• A 2-year diploma or higher in Business Administration or in a Technical Field.
• A minimum of 5 years working knowledge in an Administration Assistant function or equivalent in a manufacturing facility.
• Awareness of Quality, Occupational Health & Safety and Environment Management system principles.
• Demonstration in Project and Time Management skills for the function.
• Self-starter who is achievement orientated, customer service focused, while paying attention to the details.
• Demonstrated practical problem-solving skills with a good business sense in the planning and scheduling.
• Demonstrated leadership, interpersonal and teamwork skills, and decision-making skills with the ability to communicate clearly and effectively.
• Strong oral and written skills with the ability to communicate front end office issues to the ASU management team daily.
• Knowledge of computer-based applications (Microsoft Office, SAP a plus) and a working knowledge of Scheduling and Planning tools.
• Proficiency in English speaking and writing.
• Knowledge and understanding of local environmental and health and safety requirements.

Provide administrative support to the GM or relevant functional manager and their team.

Assist in secretarial and administrative tasks, including typing, preparing, and compiling reports and proposals for the department.

Develop and maintain the company's filing system.

Prepare stationery requests and ensure the regular availability of stationery.

Follow up on issued and pending invoices, expenses, advances, and other minor accounting issues, communicating with the Finance Department for approval.

Maintain and update a telephone list of technical staff and allocate contact numbers as needed.

Coordinate logistics for transporting technical staff to customer sites.

Handle call duties as specified in the Call Handler’s job description.

Arrange travel logistics for team members.

Submit required reports regularly and upon request.

Respond to client inquiries and refer them to the appropriate personnel.

Provide immediate feedback on assigned tasks.

• Excellent organizational skills
• Very good communication, interpersonal, and negotiation skills
• Strong relationship-building abilities and being a team player
• Good analytical skills
• Excellent command of English

CONTEXT:

Since 1947, the men and women of Parfums Christian Dior have embodied the founding "couturier-perfumer's" unique spirit of excellence, creativity and expertise, both in France and throughout the world. Our House is an open and highly-focused collective, a leader that thrives on the creativity of all its stakeholders. Our collective passion and our heritage, full of authenticity and dream, make us move forward and reinvent ourselves.

By revolutionizing the codes of French style and luxury through perfumes, and combining tradition with daring makeup and innovative skincare, we are reinventing every day the Dior style and its compelling, joyful and absolute beauty. Our stimulating missions give our employees the opportunity to develop new skills, overcome spectacular challenges and reveal their talent.

To go further, with Dior

PURPOSE OF THE POSITION

The Administrative Assistant provides comprehensive administrative, clerical, and operational support to the PCDA KSA team, with a primary focus on managing purchase orders, tracking shipments, and ensuring smooth logistical operations within the KSA market, and assisting with the vendor creation process. The ideal candidate will be highly organized, detail-oriented, possess excellent communication skills, and have a proactive approach to problem-solving.

MAIN RESPONSABILITIES

• Purchase Order (PO) Management:
• Create, process, and track purchase orders in accordance with company policies and procedures.
• Verify accuracy of PO details, including pricing, quantities, and delivery information.
• Liaise with vendors to resolve PO-related issues, such as discrepancies or delays.

• Maintain accurate records of all POs, invoices, and related documentation.

• Shipment Tracking & Logistics:

• Monitor the status of shipments from origin to final destination within KSA.
• Proactively identify and resolve potential shipping delays or issues.
• Communicate shipment updates to relevant stakeholders, including internal teams and external partners.
• Coordinate with customs brokers and freight forwarders to ensure timely clearance of goods.

• Maintain up-to-date tracking information in company systems.

• Vendor Creation & Management:

• Assist in the vendor creation process by gathering required documentation (e.g., company registration, tax ID, bank details).
• Ensure all vendor information is accurate and complete.
• Submit vendor creation requests to the appropriate department (e.g., Finance, Procurement).
• Maintain a database of approved vendors.
• Assist with vendor performance tracking and reporting.

• Communicate with potential vendors to explain the vendor creation process and answer questions.

• Administrative Support:

• Provide general administrative support to the team, including managing calendars, scheduling meetings, and making travel arrangements.
• Prepare reports, presentations, and other documents as needed.
• Handle incoming and outgoing correspondence (mail, email, phone calls).
• Maintain office supplies and equipment.

• Assist with other administrative tasks as assigned.

• Communication & Coordination:

• Serve as a primary point of contact for vendors and internal teams regarding POs, shipments, and vendor creation.
• Communicate effectively in English and Arabic (preferred).
• Maintain positive working relationships with colleagues and external partners.

PROFESSIONAL AND PERSONAL SKILLS

Qualifications:

• High school diploma or equivalent required; Bachelor's degree preferred.
• years of experience in an administrative role, preferably with experience in PO management, shipment tracking,
  and vendor creation.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with (Specific ERP or Procurement Software, e.g., SAP, Oracle) is a plus.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Fluency in Arabic and English is highly preferred.
• Knowledge of customs regulations and import/export procedures in KSA is a plus.
• Prior experience in retail or luxury goods industry is a plus.

Skills:

• Administrative Support
• Purchase Order Management
• Shipment Tracking
• Logistics Coordination
• Vendor Creation & Management
• Communication (Written & Verbal)
• Organization
• Time Management
• Attention to Detail
• Problem-Solving
• Microsoft Office Suite

At Air Products, our purpose is to bring people together to reimagine what's possible, collaborate and innovate solutions to the world's most significant energy and environmental sustainability challenges. Grow with us as we embark on building tomorrow together by being the safest, most diverse and most profitable industrial gas company in the world.

Reimagine What's Possible

Principal Accountabilities:

• Ensure the safety aspects for the position are executed by utilizing the APQ Basic Safety Practice program, which includes office safety audits, safety work permits, management of change, etc.
• Comply with APQ and local safety, health, and environment standards, to fulfil the mandatory safety requirement and activities for the front office.
• Manage the Site Leadership's calendars and their direct reports as required, schedule meetings, and take meeting minutes when required.
• Assist with daily, weekly, monthly, and yearly reports as required.
• Develop Excel, Power Point, and Word Documents for meetings and correspondence.
• Use SAP (or equivalent platform) for travel management, purchase requisitions, and timesheet management.
• Utilize Project Management skills to perform the tasks for the role.
• Prepare and control support of monthly expenses.
• Organize team events.
• Assist with booking reservations for new arrivals and visitors to the office and sites.
• Manage the contracts for support services, including reviewing the monthly invoices.
• Arrange and plan transportation for new employees and visitors.
• Supervise all company cars needs and activities:
• Car Needs: Fuelling, cleaning, maintenance & contracts.
• Process gate passes per the individual site's work processes for the Operations and Maintenance Organization, visitors, and contractors.
• Coordinate with the Government Relations Office to insure site employee government documents are current.
• Managing and tracking of site consumable items.
• Managing and oversee the buildings for keeping buildings properly maintained, clean, and safe work environment. Ensure that a building's services meet the needs of the staffs it houses.

Minimum Requirements and Qualifications

• A 2-year diploma or higher in Business Administration or in a Technical Field.
• A minimum of 5 years' working knowledge in an Administration Assistant function or equivalent in a manufacturing facility.
• Awareness of Quality, Occupational Health & Safety and Environment Management system principles.
• Demonstration in Project and Time Management skills for the function.
• Self-starter who is achievement orientated, customer service focused, while paying attention to the details.
• Demonstrated practical problem-solving skills with a good business sense in the planning and scheduling.
• Demonstrated leadership, interpersonal and teamwork skills, and decision-making skills with the ability to communicate clearly and effectively.
• Strong oral and written skills with the ability to communicate front end office issues to the ASU management team daily.
• Knowledge of computer-based applications (Microsoft Office, SAP a plus) and a working knowledge of Scheduling and Planning tools.
• Proficiency in English speaking and writing.
• Knowledge and understanding of local environmental and health and safety requirements.

We are the world's largest hydrogen producer with over 80 years of industrial gas experience. We are hydrogen and industrial gas experts delivering safe, end-to-end solutions, investing in real, clean energy projects at scale, and driving the industry forward to generate a cleaner future.

At Air Products, we work in an environment where we put safety first, diversity is essential, inclusion is our culture, and each person knows they belong and matter. To learn more, visit About Air Products.

Summary

You will be responsible for providing an excellent and consistent level of service to your customers. The Admin Assistant is responsible for supporting office operations by managing various administrative tasks, ensuring efficient communication, and assisting team members.

Qualifications

Ideally with a relevant degree or diploma in Hospitality or Tourism management. Minimum 2 years work experience hotel operations. Good problem solving, administrative and interpersonal skills are a must.