Office Administrator (JAP Client)

Job Description:

Job Title: Office Manager
Reports to: Chief Operating Officer
Location: KSA
Employment terms: 12 months fixed contract

The Company
The firm manages over $70 billion in global assets, specializing in essential infrastructure that powers homes, connects communities, and supports commerce. With 68 investments across 61 countries, it partners with institutional investors to drive long-term value through growth capital and operational expertise. The firm emphasizes responsible investing, positive community impact, and a collaborative, entrepreneurial culture. Valuing intellectual honesty, integrity, and diversity, it promotes an inclusive workplace, partnering with diversity organizations to ensure broad perspectives that enhance business decisions and foster growth.

Job Purpose
You will be responsible for managing the day-to-day operations of the KSA office. In addition, your duties will include but are not restricted to the maintenance of general office facilities and government relations, gathering documents to prepare for meetings, coordinating travel arrangements, booking and collating all residency, health and family requirements, assisting our clients with RPO services and general administrative tasks.

Duties and Responsibilities

1. Administration
   Providing general office management and coordinating facilities management services.
   Must be proactive and analytical, able to predict potential events/issues and analyze all available options.
   Provide cover for front-of-house customer service, including answering phones and greeting guests as and when required.
   Manage schedules for appointments and deadlines and maintain comprehensive and accurate records.
   Take and pass on clear messages and communicate effectively with customers, clients, team members, and management.
   Develop and maintain efficient and effective administrative processes on behalf of the executive, freeing up time and reducing waste. This includes organizing catering requirements, hospitality events, travel, obtaining visas, booking all associated accommodation and health screening checks, and ensuring equipment is available and functioning in destination locations such as IT, phones and bank accounts.
   Keep an organized file system on SharePoint.
2. Employee Administration
   Obtain new employment visas and work permits for all expatriate employees.
   Assist internal customers with KSA Iqama and Visa procedures.
   Obtain new resident visas and facilitate renewal for dependents of employees.
   Keeping track of the expiry dates and renewals of the employee documentation.
   Facilitate and follow-up on the cancellations of visas for employees and dependents.
   Manage enrolment of medical insurance for KSA based employees.
3. Government Operations
   Following up with all government authorities for all new & related legalization requirements and take the proper actions to maintain them.
   Working on renewal and maintenance of all company documents such as GOSI, HRSD, Qiwa etc.
   Keeping abreast of current labor/immigration laws and update the HR staff on any changes.
   Visiting government offices as and when required.

Skills and Experience

• Exceptional verbal and written English and Arabic communication skills.
• Exudes professional discretion at all times.
• Ability to multitask and prioritize tasks for the KSA team.
• Excellent time management skills with the ability to perform under pressure and meet deadlines.
• Well-developed organizational skills.
• High levels of attention to detail.
• Practical experience with accounting software.
• Ability to quickly learn and adapt to new software and processes.
• Works well in a team environment and with upper management.
• Strong knowledge of KSA Iqama and Visa procedures.

Qualification & Experience
3+ years of proven work experience as an office manager, executive assistant, finance administrator, public relations or in a similar role within financial services.
Previous work experience with government relations will be advantageous.
Previous experience of working as a liaison between the company and government organizations.
Strong knowledge of Saudi government laws and procedures.
Excellent ties with local government agencies, particularly immigration and the Ministry of Labor.

Company Industry

• Banking
• Broking

Department / Functional Area

• Administration

Keywords

• Office Administrator (JAP Client)