The HR & Finance Administrator is responsible for a variety of duties related to Administration, HR and Finance in Saudi Arabia. The HR & Finance Administrator plays a vital, multi-faceted role in ensuring the smooth, daily operations of the entity in Dammam. PRINCIPAL DUTIES & RESPONSIBILITIES

Administration Responsibilities

• Manage day-to-day office administration, including reception, telephone calls, visitor management, conference room coordination, mail handling, filing, document preparation, and general office support.
• Translate routine correspondence and documents from English to Arabic, coordinating external translation providers for complex documents when required.
• Monitor office supplies, stationery, refreshments, cleaning materials, and office consumables, and arrange replenishment in accordance with company procedures.
• Identify and manage suppliers for the production of business cards, brochures, posters, and other marketing materials as required.
• Liaise with building management and service providers to coordinate office maintenance, repairs, and preventative maintenance activities.
• Maintain office safety, security and building access systems
• Coordinate administrative aspects of employee onboarding and offboarding, including induction arrangements, office access, biometric registration, employee directories, telephone lists, desk/office allocation and related office arrangements.
• Support HR/Legal team with translation, attestation, notarization, and legalization services as requested.
• Provide administrative support to the marketing team for events, promotional materials, gifts, brochures, and other departmental activities as required.
• Provide general administrative support to management and other departments as requested.

Human Resources Responsibilities

• Ensure the timely renewal and compliance of company licenses, registrations, government permits, and employee work authorization documents.
• Manage employee immigration and labour-related processes, including work visas, Iqama issuance and renewals, sponsorship transfers, exit/re-entry visas, final exit visas, and business travel visas.
• Provide visit visa documents as requested Invitation letters .
• Administer employee transactions through government platforms, including Qiwa, GOSI, HRSD, Muqeem, Absher, and other applicable government systems.
• Work with HR Manager to maintain / update employee records within government systems.
• Process GOSI registrations, salary updates, and employee deletion.
• Maintain accurate employee personnel files and ensure compliance with Saudi Labour Law, HRSD regulation and company policies.
• Liaise with government authorities, embassies, and approved service providers regarding employment, immigration, licensing, and regulatory matters.
• Monitor updates to Saudi Labour Law, immigration regulations, and government procedures, advising HR Manager and supporting the implementation of regulatory updates.
• Prepare employment-related letters, certificates, no objection certificates (NOCs), employment confirmations, and other HR documentation.
• Maintain accurate records of employee immigration status, work authorization, and government transactions.
• Maintain the confidentiality of employee records and sensitive HR information.
• Perform other HR duties as assigned.
• Maintain the Employee Re-Entry (ERE) tracker, where applicable, and provide monthly reports to Payroll for applicable employee deductions.

Finance Responsibilities

• Manage office petty cash, ensuring appropriate approvals, accurate recordkeeping, reconciliation, and timely reporting to the Finance department.
• Download and issue individual mobile bills to employees to review and advise personal usage, maintain personal use tracker, and submitting quarterly payroll deduction tracker to payroll team.
• Submit utility invoices (Saudi Electricity / Saudi Telecom), with supporting documents to finance team for payment processing
• Process and manage vendor invoices, and ensure that necessary supporting documents and approval are in place before processing
• Maintain records of expenses as per audit requirements.
• Customer invoicing, including e-invoicing through ZATCA portal
• Assist in internal and external audit organizing, documenting, preparing, replying to audit queries
• Perform other finance-related administrative duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

• A self-starter who keeps well informed about local immigration and legal formalities, who questions and validates information to ensure relevant and accurate information is available and shared, as necessary.
• An exceptional multitasker who is highly organized, methodical, and able to prioritize own work.
• Displays exceptional attention to detail and accuracy, even when handling multiple demands and working to tight deadlines.
• Has a proven track record of professionalism, is discreet, maintains confidential and sensitive information and always exercises the highest standards of ethics and integrity.
• Works well independently and within a team, with little supervision.
• Positively communicates and establishes relationships (across multiple cultural and geographic boundaries and time zones) copes well with working remotely from the team and other departments.
• Possess exceptional attention to detail, interpersonal skills; clearly communicates, actively listens, and is respectful of others.
• Communicates fluently (verbal and written) in English and Arabic - essential
• A valid Driving Licence converted for use in Saudi Arabia would be beneficial

EDUCATION AND EXPERIENCE

• Degree in business administration or related field, 3 to 5 years of relevant experience in Saudi Arabia.
• Additional experience in immigration, HRSD and Saudi law - mandatory
• Finance related experience
• Highly proficient in standard Microsoft applications Outlook, Word, Excel, PowerPoint and demonstrated experience in database management and record keeping.
• Working knowledge of government systems, portals and apps such as GOSI, MOL, MUQEEM, SAGIA,QIWA.

Desired Candidate Profile

A self-starter who keeps well informed about local immigration and legal formalities, who questions and validates information to ensure relevant and accurate information is available and shared, as necessary. An exceptional multitasker who is highly organized, methodical, and able to prioritize own work. Displays exceptional attention to detail and accuracy, even when handling multiple demands and working to tight deadlines. Has a proven track record of professionalism, is discreet, maintains confidential and sensitive information and always exercises the highest standards of ethics and integrity. Works well independently and within a team, with little supervision. Positively communicates and establishes relationships (across multiple cultural and geographic boundaries and time zones) copes well with working remotely from the team and other departments. Possess exceptional attention to detail, interpersonal skills; clearly communicates, actively listens, and is respectful of others. Communicates fluently (verbal and written) in English and Arabic - essential A valid Driving Licence converted for use in Saudi Arabia would be beneficial

• Degree in business administration or related field, 3 to 5 years of relevant experience in Saudi Arabia.
• Additional experience in immigration, HRSD and Saudi law - mandatory
• Finance related experience
• Highly proficient in standard Microsoft applications Outlook, Word, Excel, PowerPoint and demonstrated experience in database management and record keeping.
• Working knowledge of government systems, portals and apps such as GOSI, MOL, MUQEEM, SAGIA,QIWA.