Administrative Specialist - Jeddah
وصف الوظيفة
Alnafitha IT is a leading independent provider of IT services and solutions in Saudi Arabia, founded in 1993.
As a fully Saudi-owned company, we have established ourselves from a startup business to a market leader, offering a comprehensive range of IT solutions tailored to meet the unique requirements of our clients.
Our expertise spans across various domains, including Microsoft, AWS, ManageEngine, and Zoho Solutions, ensuring that we deliver strategic IT solutions that drive digital transformation and operational excellence to our clients.
With over 30 years of experience, Alnafitha IT has successfully completed more than 4,000 projects, serving over 3,000 satisfied customers, and collaborating with 65+ partners.
Our commitment to excellence is evident in our customer-centric approach, which emphasizes engagement, collaboration, and a relentless pursuit of quality in every interaction
Our vision is to be the Kingdom's most customer-centric provider for digital transformation and consultation, fostering innovation and excellence in all our solutions. We are dedicated to optimizing operational efficiency and ensuring effective resource utilization to enhance customer satisfaction and profitability
At Alnafitha IT, we believe in empowering our employees and nurturing their growth, which is essential for driving leadership in technology and customer satisfaction. As we continue to expand our presence in the IT landscape, we remain committed to delivering cutting-edge solutions that not only meet but exceed our clients' expectations.
Job Summary/Objective
The Administration and Facilities Specialist supports the Administration and Facilities Manager in executing various administrative and operational tasks. This role includes maintaining accurate employee records, processing HR documentation, and assisting with benefits administration. The specialist will coordinate logistics for office assets, manage vendor communications, and help ensure that facility maintenance is carried out efficiently.
Key Responsibilities
HR Documentation
Coordinate and maintain personnel records, ensuring accuracy, confidentiality, and compliance with regulations
Prepare and process HR documents, including employment contracts, letters, and forms
Employee Data Management
Update and manage employee information in HR databases and systems
Process changes in employee status, benefits, and other relevant data
Employee Records
Maintain organized and up-to-date employee records, including contracts
Assist in archiving and purging records in accordance with retention policies
Employee Relations Support
Assist in responding to employee inquiries, providing information on HR policies and procedures
Contribute to addressing employee concerns and inquiries professionally and promptly
HR Processes and Transactions
Assist in coordinating various HR processes, such as onboarding, offboarding, and transfers
Support the administration of benefits, leave requests, and timekeeping
Social Insurance Management
Prepare social insurance documentation for employee entry and exit (Forms S1 and S6) and obtain employee signatures
Extract prints from the Social Insurance Authority for all insured employees and ensure timely submission of required forms
Health Insurance Coordination
Prepare health insurance documentation for employee enrollment or cancellation
Communicate with the insurance company to manage employee health insurance
Asset Management
Prepare and manage the delivery of assets (laptops, accessories, etc.) to employees and ensure documentation is signed
Oversee the return of assets upon employee resignation and maintain personal documents for new hires.
Banking Coordination
Deliver signed documents to the bank and follow up on account openings and issuance of employee cards.
Reporting and Data Analysis
Generate HR-related reports and analytics to assist in tracking employee data and trends
Contribute to data analysis for HR metrics and reporting
Policy Compliance
Assist in communicating and implementing HR policies, ensuring adherence to labor laws and regulations
Support the enforcement of company policies and guidelines
Internal Communication
Assist in disseminating HR-related information and updates to employees and managers
Contribute to internal HR communications and announcements
Internet Management
Renew internet subscriptions for company lines and ensure service efficiency.
Coordinate with telecom companies to resolve internet issues promptly.
Maintenance Oversight
Monitor all maintenance activities, including laptop repairs and periodic maintenance of the company premises.
Coordinate installation works (internet, electricity, etc.) for the office.
Special Administration & facilities Tasks
Prepare comprehensive employee data sheets and modify as needed
Draft HR letters for job titles and prepare resignation documents for legal and procedural compliance
Send reminders to employees to complete their personal documentation.
Requirements
Qualifications
Education: Bachelor’s degree in business administration, Facility Management, or related field.
Experience: Proven experience in HR administration or personnel affairs roles
Strong attention to detail and organizational skills
Effective communication and interpersonal abilities
Experience in a multinational or diverse workplace environment.
Familiarity with HRIS (Human Resource Information Systems) and other HR software.
In-depth understanding of labor laws and regulations, particularly in the local context
Knowledge of best practices in HR documentation and records management.
Awareness of employee benefits and compensation structures.
Strong attention to detail with a focus on accuracy and compliance.
Excellent organizational and multitasking abilities to manage various HR processes.
Effective communication skills, both verbal and written, to interact with employees at all levels.
Strong interpersonal skills with the ability to build relationships and foster a positive work environment.
Strong problem-solving skills with the ability to resolve conflicts and address employee concerns.
Adaptability and flexibility to respond to changing organizational needs.
High level of professional integrity and confidentiality.
EQUAL EMPLOYMENT OPPORTUNITY COMMISSION:
Alnafitha IT is an Equal Opportunity Employer and does not discriminate based on race, color, creed, national origin, ancestry, religion, age, citizenship, sex, marital or veteran status, disability or handicap, sexual orientation or any other basis prohibited by applicable law. Alnafitha IT also takes affirmative action to employ, and advance in employment, qualified women, minorities and diversity representations. Alnafitha IT also makes reasonable accommodations for qualified individuals with disabilities, in accordance with the Saudi and Egyptian employment laws
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