Admin Support Officer

About the role

Hitachi Energy is looking for an Admin Support Officer in Jeddah, Saudi Arabia. The role coordinates office activities and operations so they run efficiently and comply with company policies, and covers reception, visitor handling, office supplies and canteen support.

Key responsibilities

• Monitor visitor access, coordinate visitor registration with Security, greet visitors, direct them to the right destination, schedule their appointments and keep visitor records.
• Receive and sort mail, fax and deliveries, answer the telephone, screen and direct calls, and take and relay shipments from DHL and TNT.
• Control inventory for the reception area, monitor and maintain office equipment (fax, copier) and tidy the reception area.
• Handle office supplies requisition together with SCM, control canteen duties (organising meal suppliers, distributing invoices to cost centres), and supervise kitchen supplies and transportation requests and driver dispatch.
• Implement accurate filing, documentation controls and archiving; check supplier invoices before the Admin Manager and Finance approves them; prepare monthly canteen subsidy payment requests.
• Arrange meeting rooms for training (snacks and lunch) and support the organisation in arranging events; receive and review hotel, rental car and compound invoices.
• Review individual telephone bill payments and assist regional admin staff when needed.
• Study confidential cases referred by management for evaluation.