Admin Services Senior Specialist (Saudi Arabia) Riyadh

JOB PURPOSE: 
Jobholders at this level execute work under minimal supervision from professionals or managerial staff and may supervise specific operational processes according to set policies, procedures, standards and guidelines. Operationally, they answer and transfer calls, provide office supplies, sort and record incoming and outgoing correspondences
 
JOB QUALIFICATIONS AND REQUIREMENTS:

A minimum of 2 years of relevant experience
Bachelor’s degree in Business Administration, Public Administration, Office Management, or equivalent 

 
ROLES AND RESPONSIBILITIES

Receive and answer incoming calls and transfer the caller to relevant staff or function through the PBX system/switchboard
Reserve and book rooms for meetings, training, and conferences and provide the needed services and equipment in coordination with internal stakeholders
Organize reception area and offices and keep them clean at all times to leave a good impression on visitors and solidify ZATCA’s professional reputation
Welcome visitors and guests to ZATCA premises according to protocols, direct to desired location, follow-up on related authorizations and dispatch access cards
Assist guests and visitors by determining their needs and satisfying their requests, if any, to secure their satisfaction
Provide supply of office equipment to ensure employees are well equipped to handle daily work
Coordinate space allocation for new joiners
Maintain professional practices in dealing with the different parties such as managing incoming calls, courier packages, tax communication, etc.
Update office extensions and mobile numbers of ZATCA employees on relevant database in coordination with concerned stakeholders
Coordinate ZATCA correspondences including the collection, organization, sorting, recording, and dispatching of incoming and outgoing correspondences to relevant stakeholders
Record incoming and outgoing correspondences and courier packages in a central repository for tracking purposes as per set guidelines
Implement digitization and archiving for incoming and outgoing correspondences
Coordinate with Driver and mail delivery services for the delivery of outgoing correspondences and courier packages
Follow all relevant policies, processes and standard operating procedures so that work is carried out in a controlled and consistent manner
Conduct activities under close supervision
Escalate complex problems to the relevant person to ensure case/issue is closed efficiently and in timely a manner
Perform other duties as requested

The role focuses on managing front-desk operations, including handling calls, welcoming guests, and coordinating meeting room bookings. Additionally, it involves overseeing the recording, sorting, and dispatching of all incoming and outgoing correspondences.

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