Scope

The Business Administration Officer provides comprehensive administrative and operational support to the office, contributing to the efficient day-to-day operation of the office and the delivery of high-quality administrative, financial, and operational services. The role supports the execution of operational activities, coordinates with internal and external stakeholders, and works closely with the Office team and the company's central functions to ensure the effective delivery of business operations. The Business Administration Officer contributes to maintaining a professional, compliant, and service-oriented office environment.

Responsibilities

1- Business & Administrative Support

• Provide end-to-end administrative support for the office, including correspondence, document preparation, filing, and records management.

• Draft, review, and format formal letters, memos, and reports in Arabic and English in line with the company's standards.

• Support calendar coordination, meeting logistics, and follow-up actions as assigned by the Office Manager.

• Maintain accurate document control systems and ensure confidentiality of sensitive information.

2- Office Operations & Logistics

• Support daily office operations, facilities coordination, and office supplies management.

• Liaise with vendors and service providers to ensure timely delivery of office services and supplies.

• Assist with procurement processes, including requisitions, follow-ups, and coordination with central Procurement and Finance teams.

• Support reception and front-of-house activities as needed to ensure a professional office environment.

3- Financial & Reporting Support

• Assist with tracking operational expenses, maintaining basic budget records, and reconciling invoices.

• Prepare administrative and operational reports to support management visibility and decision-making.

• Support expense claims, purchase orders, and related documentation in coordination with Finance

• Maintain operational trackers, action logs, and reporting templates to support monitoring of key operational initiatives and management reporting.

4- Meetings, Events & Visits Support

• Coordinate logistics for meetings, events, and official visits, including agendas, meeting rooms, materials, and hospitality.

• Prepare meeting minutes, action logs, and follow-up documentation in a timely and accurate manner.

• Support protocol requirements and visitor coordination in alignment with KSA cultural and institutional standards.

5- Cross-Functional Coordination

• Coordinate closely with central functions (HR, Finance, IT, Procurement) to support onboarding, systems access, and operational requests.

• Act as a first-level point of contact for routine administrative and system-related queries within the Office.

• Escalate complex issues to the Office Manager & Operations Lead as appropriate.

Qualifications

• Bachelor’s degree in business administration, Management, or a related field.

• 3+ years’ experience in business administration, office administration, or similar roles.

• Strong administrative and organizational skills with high attention to detail.

• Ability to manage multiple tasks and priorities in a fast-paced office environment.

• Clear written and verbal communication skills in Arabic and English.

• Professional demeanor with strong interpersonal and stakeholder coordination skills.

• Proactive, service-oriented mindset with the ability to follow through on tasks independently.

• Discretion and integrity in handling confidential information.