28 Office Specialist 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.

Mace combines construction expertise with consultancy to unlock potential in every person or project and redefine the boundaries of ambition. Our values shape the way we consult and define the people we want to join us on our journey.

Day to day delivery of front-of-house, Office Management and Mobilization Logistics functional support for the Mace Arabia and the RHQ. A fast-paced role with multiple different areas of responsibility, a strong organizational mindset and attention to detail is required from the successful applicant. Customer and employee facing, the role holder will require good written and spoken English & Arabic and be experienced in communicating clearly and effectively with a wide range of people. The role-holder would cover for the Office Management Assistant Manager and the PRO Senior Assistant in the event of absence.

The role has day-to-day financial responsibilities associated with it.

You'll Be Responsible For

• Delivering high-quality front-of-house service.
• Conduct of Office Walkthroughs for office maintenance purposes.
• Supporting the day-to-day organization of Office Mgmt. support staff, drivers and vendors as directed.
• Supporting the execution of office moves and relocations.
• Day to day management of office suppliers, supporting payment management as required (invoicing and recharges). Management of deliveries and payment & reconciliation of petty cash.
• Supporting the delivery of RHQ and other team events & provision of day-to-day admin and supplier management support to Mace RHQ and programmes.
• Supporting the employee exit process by tracking the prompt return of company assets.
• Day to day administration of RHQ/Mace carpool.
• Supporting the provision of Mobilization Logistics Services for new joiners to Mace Arabia.

You'll Need To Have

• Necessary visa criteria for the Kingdom of Saudi Arabia and have relevant work experience working on high valued projects/ programmes for a project management consultancy business, which are required for immigration and client approval.
• Experience in systematic management of data & suppliers
• Experience in management of Purchase Orders, payments, petty cash and recharging.
• Very good written & spoken ability in English. Conversational Arabic an advantage.
• Strong capability in MS Office programmes including Excel, Word, Outlook and PowerPoint.
• Experience in using web-based applications/software.

Our values
Safety first - Going home safe and well:
We champion a safe, diverse and inclusive working environment, understanding the importance of wellbeing in every team.

Client focus - Deliver on our promise:
We own the quality of deliverables, strategic outcomes and build long term relationships with our clients.

Integrity - Always do the right thing:
We influence positive outcomes within our industry, while always aligning with our compliance obligations.

Create opportunity - For our people to excel:
We champion a continuous improvement culture throughout all activities, inspiring our people and teams to develop.

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all the criteria, please apply as you may still be the best candidate for this role or another role within our organisation.

We are also open to discussing part time, flexible, and hybrid working options if suitable with-in the role

Mace combines construction expertise with consultancy to unlock potential in every person or project and redefine the boundaries of ambition. Our values shape the way we consult and define the people we want to join us on our journey.

Day to day delivery of front-of-house, Office Management and Mobilization Logistics functional support for the Mace Arabia and the RHQ. A fast-paced role with multiple different areas of responsibility, a strong organizational mindset and attention to detail is required from the successful applicant. Customer and employee facing, the role holder will require good written and spoken English & Arabic and be experienced in communicating clearly and effectively with a wide range of people. The role-holder would cover for the Office Management Assistant Manager and the PRO Senior Assistant in the event of absence.

The role has day-to-day financial responsibilities associated with it.

You'll be responsible for:

• Delivering high-quality front-of-house service.
• Conduct of Office Walkthroughs for office maintenance purposes.
• Supporting the day-to-day organization of Office Mgmt. support staff, drivers and vendors as directed.
• Supporting the execution of office moves and relocations.
• Day to day management of office suppliers, supporting payment management as required (invoicing and recharges). Management of deliveries and payment & reconciliation of petty cash.
• Supporting the delivery of RHQ and other team events & provision of day-to-day admin and supplier management support to Mace RHQ and programmes.
• Supporting the employee exit process by tracking the prompt return of company assets.
• Day to day administration of RHQ/Mace carpool.
• Supporting the provision of Mobilization Logistics Services for new joiners to Mace Arabia.

You'll need to have:

• Necessary visa criteria for the Kingdom of Saudi Arabia and have relevant work experience working on high valued projects/ programmes for a project management consultancy business, which are required for immigration and client approval.
• Experience in systematic management of data & suppliers
• Experience in management of Purchase Orders, payments, petty cash and recharging.
• Very good written & spoken ability in English. Conversational Arabic an advantage.
• Strong capability in MS Office programmes including Excel, Word, Outlook and PowerPoint.
• Experience in using web-based applications/software.

Our values

Safety first - Going home safe and well: We champion a safe, diverse and inclusive working environment, understanding the importance of wellbeing in every team.

Client focus - Deliver on our promise: We own the quality of deliverables, strategic outcomes and build long term relationships with our clients.

Integrity - Always do the right thing: We influence positive outcomes within our industry, while always aligning with our compliance obligations.

Create opportunity - For our people to excel: We champion a continuous improvement culture throughout all activities, inspiring our people and teams to develop.

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all the criteria, please apply as you may still be the best candidate for this role or another role within our organisation.

We are also open to discussing part time, flexible, and hybrid working options if suitable with-in the role

Job description:

Job Purpose

This position exists to perform Time Management Tasks efficiently, in timely manner and quality standards as per the defined policies and procedures to achieve departmental operational plans and developments.

Key Accountability Areas

Attendance and Time Management:

• Handle all attendance processes for uploading employees' CATS and actual attendance.
• Monitor time and update work scheduling processes.
• Track missing time data, verify attendance and hours worked, and fix punch errors.
• Solve collision reasons for ESS vacations and attendance.

Vacation and Leave Management:

• Update all vacation types inside KSA & overseas.
• Update sick leave and paid vacation quotas.
• Lock and unlock employees' salary cards for vacations and absenteeism.

Reporting and Payroll:

• Prepare absent and overtime reports monthly.
• Justify payroll differences for the first and second runs monthly.
• Employee Support and Communication
• Reply to employees' queries.

Miscellaneous:

• Perform other duties as assigned by management.

Role Accountability

HR Proficiency:

• Ability to obtain updated soft and technical skills related to the job.

Delivery:

• Perform the planned activities to meet the operational and development targets as per delivery schedules.
• Utilize resources effectively to achieve objectives within efficient cost and time.
• Provide a periodic report formatted by detailing the deviation and execution of planned tasks.

Problem-Solving:

• Solve any related problems arise and escalate any complex operational issues.

Quality:

• Ensure quality requirements to develop effective quality control and processes including specifications for products or processes or related activities.

Business Process Improvements:

• Coordinate well-defined written systems, policies, procedures, and seek automations opportunities as much as possible.

Compliance:

• Comply to related policy and procedures and work instructions.

Health, Safety, and Environment:

• Ensure compliance of relevant safety, quality, and environmental management procedures and controls within defined area of work activity to guarantee safety, legislative compliance, and delivery of high-quality products/services.

Academic Qualification Bachelor Degree in Human Resources or Any relevant fieldWork Experience 2 to 4 YearsTechnical / Functional Competencies Time ManagementTime Recording

Profile description:

Alfanar is a Saudi company with an international presence, primarily engaged in the manufacturing and trading of a wide variety of low, medium, and high voltage electrical products, in addition to its portfolio of conventional and renewable energy solutions, oil and gas, water treatment, infrastructure, technical services, and digital solutions.

The hub of alfanar's manufacturing operations is Medinet alfanar Alsinaiya, a 700,000 square-meter complex located in Riyadh. The complex houses an array of ultra-modern manufacturing facilities and laboratories equipped with state-of-the-art technologies and staffed with highly skilled professionals.

alfanar derives its success from its commitment to providing the highest quality standards to its customers, and the continuous development of its human capital, who alfanar considers its most valuable asset. With this in mind, alfanar promotes a proactive work environment where its employees are always valued, nurtured, and empowered to fuel their pride in being part of alfanar.

For more information about alfanar, please visit

• Plan, direct, coordinate, collaborate all activities on behalf of the CEO.
• Act as an adviser to the CEO and entire senior management team.
• Organize and prioritize critical issues and required information for the CEO to facilitate efficient decision making.
• Coordinate the execution of strategic initiatives and oversee projects of high importance.
• Participate in regular meetings with the Executive Management Team to discuss business issues, update processes, analyze issues, and challenge suggestions.
• Assess inquiries directed to the CEO, determine the proper course of action, and delegate to the appropriate individual to manage.
• Ensure all staff issues are addressed properly, efficiently and judiciously, and keep track of progress until resolved.
• Act as a project manager for high level, cross functional projects as assigned by the CEO.
• Help coordinate business wide procedures and work to improve existing processes for maximum clarity, efficiency and success.
• Build and maintain relationships across all departments / functions in order to influence outcomes; strengthen leadership teamwork and foster long-term partnerships that are critical to organization's success.
• Assume and supervise business operations and all day-to-day responsibilities for projects and tasks ensuring business plan is being executed within budget and given deadlines.
• Oversee all areas associated with the administration of CEO office.

Qualifications:

• A lady, representable, will be the image of the company.
• Fluent Arabic, English speaker.
• Bachelor degree holder, MBA holder is preferable.
• Excellent time management, organizational and follow-up skills.
• Excellent managerial, organizational, leadership and verbal/written communication skills.
• Analytical and strategic thinker who can plan, organize, execute and report out ideas and results.
• Experience working with an executive team to drive an organization forward in a start-up, entrepreneurial environment.
• Successful analytical experience, with ideas on how to drive the organization.

Job Type: Full-time

 
Accounting & Tax Specialist – Saudi Arabia (Riyadh Office)

 
Location:
 Riyadh, Kingdom of Saudi Arabia

 
Apply via email:
 

 
Company Page:
 Vanzbon Group

Position Summary

Vanzbon Group is seeking an 
Accounting & Tax Specialist
 to join our Saudi Arabia team in Riyadh.

The position focuses on accounting operations, financial reporting, and tax compliance in accordance with Saudi and international standards.

This role offers an opportunity to work with a growing international firm and gain exposure to regional and cross-border accounting practices.

Key Responsibilities

• Manage day-to-day bookkeeping and ensure accurate recording of financial transactions
• Prepare monthly, quarterly, and annual financial reports following 
  SOCPA
   and 
  IFRS
   standards
• Handle tax filings including 
  VAT, Withholding Tax, and Zakat
   in line with 
  ZATCA
   requirements
• Support audits, financial reconciliations, and tax reviews
• Identify tax compliance risks and assist in recommending process improvements
• Utilize accounting software such as 
  SAP, Oracle, Zoho Books, or Odoo
• Coordinate with clients, auditors, and regulatory authorities for data verification and submission
• Maintain secure and organized accounting documentation and reports

Qualifications

• Bachelor's degree in Accounting, Finance, or a related discipline
• Minimum 
  2–4 years of relevant professional experience
   in accounting or taxation within Saudi Arabia or the GCC region
• Familiarity with 
  SOCPA, IFRS
  , and local tax regulations
• Knowledge of 
  ZATCA
   reporting procedures and VAT framework in the GCC
• Proficiency with accounting software such as 
  SAP, Oracle, or Zoho Books
• Strong analytical and organizational skills with attention to accuracy
• Excellent communication and teamwork skills
• Proficiency in 
  English
   required; knowledge of 
  Arabic
   is advantageous
• Legally eligible to work in Saudi Arabia

Skills & Competencies

• Strong understanding of regional accounting and taxation standards
• Reliable, responsible, and able to manage multiple priorities under deadlines
• Detail-oriented with commitment to accuracy and compliance
• Willingness to learn and adapt within a multicultural, international team environment

About Vanzbon Group

Vanzbon Group
 is a global corporate services and structure advisory firm with operations across 30+ countries in Asia, the Middle East, and Europe.

We provide clients with comprehensive solutions in 
company incorporation, accounting, taxation, and compliance
.

Our Saudi Arabia office serves as a key hub for supporting GCC-based clients in corporate structuring and cross-border compliance.

Commitment to Fair Hiring

Vanzbon Group is committed to maintaining fair, transparent, and inclusive hiring practices.

All recruitment decisions are based on professional merit, relevant qualifications, and demonstrated competence.

We welcome applications from individuals with diverse experiences who share our values of integrity, professionalism, and collaboration.

A Snapshot of Your Day

As an Administrative Support Intern, you will immerse yourself in a dynamic environment, collaborating with senior management and board-level stakeholders to streamline communication across Siemens Energy. You'll engage in meaningful projects that enhance organizational efficiency, from coordinating complex schedules to maintaining vital office systems.

How You'll Make an Impact

• Facilitate communication between senior management and team members to enhance business operations.
• Manage administrative tasks, providing support to clients and dealers/agents.
• Organize and maintain diaries, schedules, and prepare managers for meetings.
• Coordinate with departments to set up meetings and ensure necessary preparations.
• Establish travel arrangements and reconcile expense reports efficiently.
• Maintain and update documentation, ensuring accuracy and completeness.

What You Bring

• Bachelor's degree or equivalent in business administration or related.
• Experience in organizing office operations and procedures for efficiency.
• Proven ability to supervise admin staff and maintain office records.
• Familiarity with multinational environments, particularly in the Gulf Region.
• Proficiency in MS Office and adept at delivering tasks within tight deadlines.

About the Team

Our Corporate Functions are essential in driving the company's strategic initiatives and ensuring operational excellence across various departments, business areas, and regions. These roles support our vision to become the most valued energy technology company in the world. As part of our team, you contribute to our vision by shaping the global energy transition, partnering with our internal and external stakeholders, and conducting business responsibly and in compliance with legal requirements and regulations.

Who is Siemens Energy?

At Siemens Energy, we are more than just an energy technology company. With ~100,000 dedicated employees in more than 90 countries, we develop the energy systems of the future, ensuring that the growing energy demand of the global community is met reliably and sustainably. The technologies created in our research departments and factories drive the energy transition and provide the base for one sixth of the world's electricity generation.

Our global team is committed to making sustainable, reliable, and affordable energy a reality by pushing the boundaries of what is possible. We uphold a 150-year legacy of innovation that encourages our search for people who will support our focus on decarbonization, new technologies, and energy transformation.

Find out how you can make a difference at Siemens Energy:

Our Commitment to Diversity

Lucky for us, we are not all the same. Through diversity we generate power. We run on inclusion and our combined creative energy is fueled by over 130 nationalities. Siemens Energy celebrates character – no matter what ethnic background, gender, age, religion, identity, or disability. We energize society, all of society, and we do not discriminate based on our differences.

Rewards/Benefits

• Opportunities to work with a global team
• Opportunities to work on and lead a variety of innovative projects
• Continual learning through the -Energy platform

Job Opening: Administrative Support Specialist

Location: Riyadh, Saudi Arabia

Employment Type: Full-Time

Are you a detail-oriented operations professional with a passion for creative environments? An interior design studio in Riyadh is seeking a Studio Operations Manager to lead their internal coordination and contractor communications. If you're experienced in managing people, streamlining studio workflows, and fostering accountability, you'll thrive in this role.

Key Responsibilities:

Team Coordination and HR Support

• Manage recruitment processes including job postings, candidate screening, and interviews
• Oversee onboarding and offboarding procedures
• Maintain employee records and ensure compliance with labor regulations
• Monitor attendance, punctuality, and general discipline
• Schedule and track employee vacations and leave requests

Studio Operations

• Ensure smooth daily functioning of the studio environment
• Liaise with contractors, vendors, and external partners
• Coordinate logistics for meetings, site visits, and project timelines
• Support leadership with administrative tasks and reporting

Culture and Accountability

• Foster a positive and professional studio culture
• Act as a point of contact for employee concerns and studio policies
• Implement systems to improve accountability and performance

Qualifications:

• 5+ years of experience in office management, HR coordination, or studio operations
• Fluent in English; Arabic proficiency is a plus
• Strong interpersonal and communication skills
• Experience in creative or design-driven environments preferred
• Currently residing in Saudi Arabia

Know someone who thrives in creative operations and team leadership? Tag them or send in your CV. Let's build beautiful spaces together with structure and style.