Receptionist Office Administrator

The Office Administrator & Receptionist provides professional front-desk services while supporting daily office administration, government relation and coordination. The role ensures smooth office operations, effective communication, a welcoming environment for staff and visitors, and timely coordination of government and regulatory processes.

Qualifications/Experience

• Minimum High School Diploma (Secondary School Certificate)
• 2–5 years’ experience in reception, administration, or personal assistant roles
• Strong Microsoft Office skills (Word, Excel, Outlook)
• Professional communication and telephone etiquette in English and Arabic
• Experience supporting senior management (advantageous)
• Experience working with suppliers and service providers (advantageous)
• Familiarity with Saudi government platforms such as Qiwa, Muqeem, GOSI, Mudad and Chamber of Commerce portals is advantageous.
• Basic understanding of Saudi employment, work-permit, iqama and visa-administration processes.
• Ability to handle confidential employee and company information professionally.
• Ability to track multiple applications, deadlines, renewals and document-expiry dates.
• Valid Saudi driving licence would be advantageous.

Skills

Reception & Front Desk Management

• Greet, and welcome visitors professionally
• Maintain a clean, organised reception area
• Answer, screen, and direct incoming calls
• Manage visitor logs and access control
• Handle courier deliveries and collections
• Manage opening and closing of the office
• Support reception-related administrative duties

Office Administration

• Manage bookings of meeting calendars
• Prepare, scan, file, and distribute documents
• Maintain accurate filing systems (manual and electronic)
• Monitor and order stationery and office supplies
• Receive and record deliveries and parcels
• Communicate internal notices and updates
• Provide general administrative support across departments

Facilities & Office Coordination

• Log and follow up on maintenance issues (lighting, plumbing, AC, etc.)
• Liaise with contractors, suppliers, and service providers
• Monitor and escalate facilities-related matters
• Assist with office layout changes, workspace planning, and internal moves

Meetings, Events & Office Support

• Coordinate meeting logistics (venues, catering, equipment)
• Assist with company events and functions
• Support employee engagement initiatives
• Prepare materials and coordinate arrangements for internal events

Communication & Coordination

• Manage internal communication channels (e.g., notices, WhatsApp groups)
• Act as a key coordination point between departments and management
• Provide ad-hoc operational and administrative support
• Ensure smooth information flow across teams

PRO & Government Relations Support

• Support the administration of Qiwa, Muqeem, GOSI, Mudad, Chamber of Commerce and other applicable government platforms.
• Coordinate applications, renewals and status tracking for work permits, iqamas, exit/re-entry visas, employment transfers and other employee documentation.
• Liaise with the company’s appointed external PRO, government-relations consultants and authorised service providers.
• Prepare, submit and follow up on supporting documents required for government and regulatory processes.
• Maintain an accurate register of company licences, employee documentation, permits and expiry dates.
• Provide advance notification of upcoming renewals and coordinate the required.