Job Summary:
We are seeking a highly organized and proactive Administration & Shared Services Supervisor to support the smooth and efficient operation of our offices in the KSA market. The ideal candidate will have prior experience in a similar administrative or shared services role within Saudi Arabia and strong familiarity with local regulations, government platforms, and office operations. This role is critical in ensuring compliance, operational continuity, and effective coordination across facilities, government formalities, and shared services.
Key Responsibilities:
1. Facilities Management:Coordinate and manage all facility-related matters including office rents, leases, tenancy renewals, and service contracts. Liaise with landlords, property management companies, and service providers. Oversee cleaning, maintenance, utilities, and minor fit-out works to ensure offices are safe, functional, and compliant. Track contract expiry dates and ensure timely renewals and cost control.2. Government Formalities & Compliance:Handle company-related government transactions and follow-ups, including commercial and company license renewals, municipality requirements, chamber of commerce, and other regulatory approvals. Monitor license expiry dates and ensure timely renewal of all company registrations to maintain full legal compliance. Manage employee-related government processes such as residencies (Iqama), work permits, visas, transfers, renewals, and exit/re-entry procedures. Coordinate GOSI registrations, updates, and ongoing compliance in collaboration with HR and Finance. Work on relevant government platforms (e.g., Absher, Muqeem, Qiwa, Mudad, GOSI portals) as required. Ensure all records, documents, and statutory filings are accurate, complete, and up to date at all times.3. Shared Services Coordination:Provide administrative support to management as required. Coordinate and supervise office helpers, drivers, and support staff, including schedules and task assignments. Ensure effective communication and service delivery across shared services functions.4. Office Supplies & Stationery:Manage procurement of office supplies and stationery, ensuring adequate stock levels at all times. Liaise with vendors, obtain quotations, and ensure cost-effective purchasing. Maintain inventory records and monitor usage.
Qualifications & Experience:
Bachelor’s degree or diploma in Business Administration or a related field is preferred. Minimum 3 to 5 years of experience in administration, facilities, or shared services, with strong preference for experience in the KSA market. Proven experience handling government formalities and platforms in Saudi Arabia. Strong organizational, coordination, and follow-up skills. Good command of English; Arabic proficiency is a strong advantage. Proficient in MS Office (Word, Excel, Outlook).