Project Coordinator

We are seeking a proactive, organized, and detail-oriented Administrative Assistant to support the day-to-day administrative and operational activities of our KSA office. The successful candidate will help ensure smooth office operations by coordinating schedules, managing documentation and correspondence, supporting meetings and travel arrangements, maintaining office records, and assisting different departments with general administrative requirements. This role requires strong organization, communication, follow-up, and multitasking skills, along with a professional and service-oriented attitude.

Key Responsibilities

• Provide day-to-day administrative support to management and internal teams.
• Manage calendars, appointments, meetings, and scheduling as required.
• Coordinate meeting rooms, prepare meeting materials, and support internal and external meetings.
• Handle incoming calls, emails, correspondence, and general office inquiries professionally.
• Prepare, format, organize, and maintain documents, reports, presentations, spreadsheets, and administrative records.
• Maintain accurate electronic and physical filing systems.
• Coordinate business travel arrangements, including flights, accommodation, transportation, and related documentation when required.
• Support office supply purchasing, inventory tracking, and coordination with vendors and service providers.
• Assist with invoices, purchase requests, expense documentation, and other basic administrative records.
• Coordinate courier services, deliveries, and incoming/outgoing documents.
• Support onboarding activities for new employees, including workstation preparation, documentation, and coordination with relevant departments.
• Assist HR, Operations, Finance, and other departments with administrative tasks as needed.
• Maintain office standards and help ensure the workplace remains organized and professional.
• Follow up on assigned administrative actions and ensure deadlines are met.
• Handle confidential company and employee information with discretion.
• Support company events, meetings, employee activities, and other office initiatives when required.

Desired Candidate Profile

• Bachelor's degree in Business Administration, Management, Commerce, or a related field.
• 2 – 4 years of experience in an Administrative Assistant, Office Administrator, Executive Assistant, or similar role.
• Previous experience within a professional services, engineering, construction, consulting, or multinational environment is preferred.
• Strong proficiency in Microsoft Office , particularly Outlook, Word, Excel, and PowerPoint.
• Strong written and verbal communication skills in English and Arabic .
• Good organizational and time-management skills.
• Strong attention to detail and ability to maintain accurate records.
• Ability to manage multiple priorities and follow up effectively.
• Professional appearance and communication style.
• Ability to handle confidential information appropriately.

Key Competencies

• Organization and planning
• Attention to detail
• Communication and interpersonal skills
• Follow-up and accountability
• Time management
• Problem-solving
• Multitasking and prioritization
• Professionalism and discretion
• Adaptability
• Teamwork and service orientation

The ideal candidate is someone who is highly organized, responsive, and proactive , rather than someone who waits to be instructed on every task. They should be comfortable supporting multiple stakeholders, following up persistently, managing changing priorities, and keeping administrative activities organized in a fast-paced professional environment.