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Job Purpose/Summary:

We are seeking an organized and proactive Administrative Assistant to support the operations department and facilitate effective communication both within the department and with other departments and external stakeholders. The primary responsibility of this role is to ensure that administrative tasks are completed efficiently and that the operations department functions smoothly. The successful candidate will work closely with the Director, Superintendent, and other staff members to provide administrative support and maintain effective operations.

Key Responsibilities:

  • Handle routine administrative services, such as answering and transferring phone calls, receiving and directing visitors and clients, general clerical duties, resolving administrative problems and inquiries in a timely manner, and arranging for the dispatch and circulation of documents.
  • Establish and maintain a comprehensive filing system for correspondence and other materials, both in electronic and hardcopy formats, ensuring the security and confidentiality of files and records.
  • Manage departmental correspondence, including requests for information and data, written responses to routine inquiries, and preparation and modification of documents such as correspondence, reports, drafts, memos, and emails.
  • Provide computer and software technical support to department staff, assisting in maintaining spreadsheet files, PowerPoint presentations, and other relevant documents.
  • Schedule and coordinate meetings and appointments for managers or supervisors, prepare agendas and schedules, and record, compile, transcribe, and distribute meeting minutes.
  • Maintain departmental employee contact information for easy access from anywhere.
  • Comply with company policies and safety procedures, contributing to achieving targets and rates, as well as complying with quality procedures and ISO certification.
  • Prepare, review, and submit pre-overtime records, timesheets, pass-out forms, and annual leave plans for department employees.
  • Follow up with Superintendents/key personnel to ensure timely submission of reports, documents, assessments, and evaluations for consolidation.

Education:

High school diploma or equivalent, followed by 2 years of clerical and secretarial training.

Experience:

2 to 5 years of experience in specialized clerical/secretarial and general administration work in a large-scale industrial or manufacturing environment. Proven planning and organizational skills within a major organization.

Job Skills/Knowledge:

  • Excellent written, verbal, and presentation skills in English.
  • Self-starter with the ability to work independently with minimal supervision for routine activities.
  • Ability to work with diverse populations and foster a cooperative team environment.
  • Proven ability to multi-task and prioritize daily activities.
  • Extensive computer skills, including proficiency in Microsoft software (Word, Excel, PowerPoint, etc.) and other software relevant to the work performed.
  • Strong work ethic and ability to adhere to company policies and standard business etiquette.
Job Category: Non-Technical/Business Support Paraprofessional
Job Type: Contractor
Job Location: Jubail Industrial City
JOB ID: 40000214

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