Description

Job Overview

We are looking for a detail-oriented and proactive Administrative Coordinator to join our team in Khobar, Saudi Arabia. This full-time mid-senior level position serves as a vital link between our clients, finance, and technical teams, ensuring streamlined operations across billing, tender submissions, and administrative workflows. The successful candidate will oversee a dedicated administrative team while managing diverse responsibilities in a fast-paced environment.

Key Responsibilities

The Administrative Coordinator will take charge of several critical functions including:

• Billing and Financial Coordination: Handle complete portal-based billing processes, ensuring invoices are supported by accurate documentation such as service tickets and delivery confirmations. Collaborate closely with the billing specialist and finance teams to reconcile operational records with invoicing and manage Purchase Orders by validating requests before forwarding them to accounting.
• Tender and Bid Management: Monitor and respond promptly to RFQs, tenders, and bid opportunities via online portals. Work alongside technical and operational staff to prepare and upload bid documentation accurately, while maintaining comprehensive records for bid outcomes.
• Vendor and Client Registrations: Manage registration across various client and procurement platforms, maintaining up-to-date company profiles, licenses, and certifications to keep our organization compliant and ready for tenders.
• Team Supervision and Workflow Management: Lead the administrative team including Data Entry, Billing, and Contract Specialists. Act as the first point of contact for escalated administrative issues and balance workload to meet tight deadlines efficiently. Oversee the main administrative inbox, ensuring quick and proper routing of all inquiries.
• Operations and Public Relations Support: Track spot quotations and service requests from initiation through to payment completion. Monitor social media and online platforms for incoming inquiries, directing them appropriately. Assist management with preparing reports, dashboards, and identifying opportunities for process improvements.

Required Skills and Qualifications

• Proven experience in administrative coordination, billing, or procurement, preferably within environmental or technical service sectors.
• Strong leadership capabilities with experience managing small teams and balancing multiple tasks simultaneously.
• Technical proficiency with client and procurement portals, as well as online tender submission systems.
• Exceptional attention to detail, especially in handling documentation, compliance, and financial records.
• Excellent communication skills suited for interacting with clients and internal stakeholders professionally.

How to Apply

Candidates interested in this administrative coordinator role are invited to submit their updated resume to riyadhhr90@gmail.com, clearly stating the position title in the application.