Administration and Logistics Officer

7 days ago

Riyadh, Ar Riyāḑ, Saudi Arabia Winclex Full time

Job Description:

The Administration & Logistic Officer at Winclex assumes a dual responsibility, overseeing all essential administrative, logistical, and basic financial tasks within the office. The primary goal of this role is to ensure the smooth and efficient execution of daily operations, ranging from greeting guests and managing supplies, to processing procurement procedures and reviewing invoices.

Responsibilities:

  1. Office Administration and Guest Reception:

  2. Receive and direct incoming visitors and clients to the office with high professionalism and friendliness, ensuring an excellent welcome experience.

  3. Oversee daily office administrative activities (e.g., filing, managing incoming and outgoing correspondence, and organizing meetings).
  4. Manage office supplies and ensure continuous availability.

  5. Coordinate with suppliers for essential office services (e.g., hospitality, cleaning, maintenance, and communications).

  6. Logistics and Procurement:

  7. Execute procurement procedures for equipment, services, and supplies in accordance with Winclex policies.

  8. Manage and monitor purchase requests, issue purchase orders (POs), and track the delivery of goods and services.

  9. Coordinate with shipping companies and customs to ensure timely arrival of shipments.

  10. Asset and Inventory Management:

  11. Establish and maintain an accurate record of all company fixed and movable assets.

  12. Oversee the inventory system and update records regularly.

  13. Ensure proper and secure storage of inventory and assets.

  14. Staff Support (Administrative Component):

  15. Assist in organizing staff travel and accommodation (flight and hotel bookings, temporary and permanent residencies).

  16. Assist in preparing and setting up offices for new employees.

  17. Assist in the welcome program for new employees and coordinate company events and activities.

  18. Finance and Reporting:

  19. Review and audit supplier invoices and match them against issued purchase orders.

  20. Prepare periodic reports on inventory status, administrative expenses, and logistical operations.

Qualifications:

  • Bachelor's degree in Business Administration, Logistics, or a related field.
  • Minimum of one (1) year of experience in an administrative or logistic role.
  • Proficiency in using Microsoft Office programs (Word, Excel).

Skills:

  • Excellent Organizational and Administrative Skills: Ability to set priorities and manage multiple tasks efficiently.
  • Strong Communication and Negotiation Skills: For dealing with suppliers, external parties, and internal stakeholders.
  • Attention to Detail and Accuracy: To ensure the integrity and precision of logistical and financial records and documentation.
  • Customer Service Skills: To ensure an excellent reception experience for company guests.
  • Professional certifications or training courses in Logistics Management or Procurement (Advantageous).

Key Requirements:

  • Saudi National (Male or Female).
  • Fluency in English (Speaking and Writing).
  • Ability to work independently and under minimal supervision.
  • Integrity and confidentiality in handling sensitive information and documents.
  • Ability to effectively manage workload pressure and meet deadlines.

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