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 :

High school diploma or equivalent required; Bachelor's degree preferred.

Years of experience in an administrative role, preferably with experience in PO management, shipment tracking, and vendor creation.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Experience with (Specific ERP or Procurement Software, e.g., SAP, Oracle) is a plus.

Excellent organizational and time-management skills.

Strong attention to detail and accuracy.

Excellent communication and interpersonal skills.

Ability to work independently and as part of a team.

Fluency in Arabic and English is highly preferred.

Knowledge of customs regulations and import / export procedures in KSA is a plus.

Prior experience in retail or luxury goods industry is a plus.

Skills :

Administrative Support

Purchase Order Management

Shipment Tracking

Logistics Coordination

Vendor Creation & Management

Communication (Written & Verbal)

Organization

Time Management

Attention to Detail

Problem-Solving

Microsoft Office Suite

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