Administrative Executive

2 days ago

Riyadh, Ar Riyāḑ, Saudi Arabia West Story Full time

Job Description:

1) Administrative Tasks


• Coordinating schedules, appointments, and meetings for the CEO.


• Handling incoming and outgoing administrative correspondence and preparing necessary responses.


• Overseeing travel arrangements, exhibitions, and official company participations.


• Preparing official letters, contracts, and administrative forms.


• Monitoring office needs and administrative supplies.


• Storing and archiving all documents electronically through Odoo Document.


• Receiving visitors and organizing supplier and client visits in coordination with other departments.

2) International & External Procurement Tasks


• Coordinating with external suppliers and manufacturers in China, Europe, and Egypt regarding quotations, specifications, and shipping schedules.


• Preparing approved international purchase orders and following up on them until delivery.


• Maintaining ongoing communication with shipping and customs clearance companies to ensure timely arrival of shipments.


• Documenting all processes (invoices, bills of lading, proforma invoices, correspondence) on Odoo.


• Submitting weekly reports to the CEO outlining the status of international orders and completion rates.


• Coordinating samples, promotional materials, and packaging with suppliers and ensuring they meet specifications before production approval.


• Following up with the finance department regarding advance payments or bank transfers to international suppliers.

3) Human Resources Tasks


• Executing recruitment procedures from job posting to contract signing.


• Monitoring attendance, check-in/out, and leave requests through the system.


• Preparing payroll and ensuring accuracy in coordination with the finance department.


• Updating employee databases and personnel files regularly.


• Following up on social insurance, contracts, residency renewals, and visas.


• Organizing internal training and development programs in coordination with departments.


• Submitting monthly reports on employee performance, commitment, and discipline.


• Assisting the CEO in periodic performance evaluations.

Required :


• Bachelor's degree in Business Administration or Human Resources.


• Minimum of 3 years of experience in administrative or HR roles.


• Proficiency in Odoo or similar ERP systems.


• Excellent command of English (spoken and written), especially for international correspondence.


• Strong communication, organization, and confidentiality skills.

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