Admin Assistant

PURPOSE OF THE POSITION

The Administrative Assistant provides comprehensive administrative, clerical, and operational support to the PCDA KSA team, with a primary focus on managing purchase orders, tracking shipments, and ensuring smooth logistical operations within the KSA market, and assisting with the vendor creation process. The ideal candidate will be highly organized, detail-oriented, possess excellent communication skills, and have a proactive approach to problem-solving.

MAIN RESPONSIBILITIES

• Purchase Order (PO) Management : Create, process, and track purchase orders in accordance with company policies and procedures. Verify accuracy of PO details, including pricing, quantities, and delivery information. Liaise with vendors to resolve PO-related issues, such as discrepancies or delays. Maintain accurate records of all POs, invoices, and related documentation.
• Shipment Tracking & Logistics : Monitor the status of shipments from origin to final destination within KSA. Proactively identify and resolve potential shipping delays or issues. Communicate shipment updates to relevant stakeholders, including internal teams and external partners. Coordinate with customs brokers and freight forwarders to ensure timely clearance of goods. Maintain up-to-date tracking information in company systems.
• Vendor Creation & Management : Assist in the vendor creation process by gathering required documentation (e.g., company registration, tax ID, bank details). Ensure all vendor information is accurate and complete. Submit vendor creation requests to the appropriate department (e.g., Finance, Procurement). Maintain a database of approved vendors. Assist with vendor performance tracking and reporting. Communicate with potential vendors to explain the vendor creation process and answer questions.
• Administrative Support : Provide general administrative support to the team, including managing calendars, scheduling meetings, and making travel arrangements. Prepare reports, presentations, and other documents as needed. Handle incoming and outgoing correspondence (mail, email, phone calls). Maintain office supplies and equipment. Assist with other administrative tasks as assigned.
• Communication & Coordination : Serve as a primary point of contact for vendors and internal teams regarding POs, shipments, and vendor creation. Communicate effectively in English and Arabic (preferred). Maintain positive working relationships with colleagues and external partners.

PROFESSIONAL AND PERSONAL SKILLS

Qualifications :

Skills :

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