Administrative Specialist - Riyadh

Job Summary / Objective The Administration and Facilities Specialist supports the Administration and Facilities Manager in executing various administrative and operational tasks. This role includes maintaining accurate employee records, processing HR documentation, and assisting with benefits administration. The specialist will coordinate logistics for office assets, manage vendor communications, and help ensure that facility maintenance is carried out efficiently.

Key Responsibilities HR Documentation

Coordinate and maintain personnel records, ensuring accuracy, confidentiality, and compliance with regulations

Prepare and process HR documents, including employment contracts, letters, and forms

Employee Data Management

Update and manage employee information in HR databases and systems

Process changes in employee status, benefits, and other relevant data

Employee Records

Maintain organized and up-to-date employee records, including contracts

Assist in archiving and purging records in accordance with retention policies

Employee Relations Support

Assist in responding to employee inquiries, providing information on HR policies and procedures

Contribute to addressing employee concerns and inquiries professionally and promptly

HR Processes and Transactions

Assist in coordinating various HR processes, such as onboarding, offboarding, and transfers

Support the administration of benefits, leave requests, and timekeeping

Social Insurance Management

Prepare social insurance documentation for employee entry and exit (Forms S1 and S6) and obtain employee signatures

Extract prints from the Social Insurance Authority for all insured employees and ensure timely submission of required forms

Health Insurance Coordination

Prepare health insurance documentation for employee enrollment or cancellation

Communicate with the insurance company to manage employee health insurance

Asset Management

Prepare and manage the delivery of assets (laptops, accessories, etc.) to employees and ensure documentation is signed

Oversee the return of assets upon employee resignation and maintain personal documents for new hires

Banking Coordination

Deliver signed documents to the bank and follow up on account openings and issuance of employee cards

Reporting and Data Analysis

Generate HR-related reports and analytics to assist in tracking employee data and trends

Contribute to data analysis for HR metrics and reporting

Policy Compliance

Assist in communicating and implementing HR policies, ensuring adherence to labor laws and regulations

Support the enforcement of company policies and guidelines

Internal Communication

Assist in disseminating HR-related information and updates to employees and managers

Contribute to internal HR communications and announcements

Internet Management

Renew internet subscriptions for company lines and ensure service efficiency

Coordinate with telecom companies to resolve internet issues promptly

Maintenance Oversight

Monitor all maintenance activities, including laptop repairs and periodic maintenance of the company premises

Coordinate installation works (internet, electricity, etc.) for the office

Special Administration & Facilities Tasks

Prepare comprehensive employee data sheets and modify as needed

Draft HR letters for job titles and prepare resignation documents for legal and procedural compliance

Send reminders to employees to complete their personal documentation

Qualifications

Education : Bachelor’s degree in business administration, Facility Management, or related field.

Experience : Proven experience in HR administration or personnel affairs roles

Strong attention to detail and organizational skills

Effective communication and interpersonal abilities

Experience in a multinational or diverse workplace environment.

Familiarity with HRIS (Human Resource Information Systems) and other HR software.

In-depth understanding of labor laws and regulations, particularly in the local context

Knowledge of best practices in HR documentation and records management.

Awareness of employee benefits and compensation structures.

Strong attention to detail with a focus on accuracy and compliance.

Excellent organizational and multitasking abilities to manage various HR processes.

Effective communication skills, both verbal and written, to interact with employees at all levels.

Strong interpersonal skills with the ability to build relationships and foster a positive work environment.

Strong problem-solving skills with the ability to resolve conflicts and address employee concerns.

Adaptability and flexibility to respond to changing organizational needs.

High level of professional integrity and confidentiality.

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