Office Administrator and Visa Coordinator, Riyadh (KSA National)
Full time
at Siemens Gas and Power GmbH & Co. KG
in
Saudi Arabia
Posted on January 23, 2025
Job details
Office Administrator and Visa Coordinator, Riyadh (KSA National)
About the Role
Location: Siemens Energy Ltd. Organization: Gas Services Business Unit: Central Full-time Experience Level: Mid-level Professional A Snapshot of your day: As an Office Administrator and visa coordinator, you'll start your day by ensuring the smooth operation of our office environment. You'll proactively manage various administrative tasks, from coordinating schedules to maintaining office supplies. Throughout the day, you'll handle visa coordination for our employees and visitors, ensuring all documentation is processed efficiently. Your excellent organizational skills and understanding of visa processes will be key as you multitask in our fast-paced, dynamic team setting. How You’ll Make an Impact: Office Administration:- Efficiently manage day-to-day office operations, including maintaining and locally procuring office supplies, equipment, tools, and facilities.
- Coordinate and schedule meetings and appointments to ensure smooth workflow.
- Handle incoming and outgoing correspondence, including emails, phone calls, and mail, maintaining clear communication channels.
- Maintain organized filing systems for documents and records, ensuring easy access and retrieval.
- Assist in the preparation of reports, presentations, and other documents as needed, contributing to effective communication.
- Support HR with onboarding new employees and maintaining accurate employee records.
- Ensure the office environment is clean, professional, and conducive to productivity.
- Prepare gate passes to facilitate smooth access and security.
- Keep accurate records of office petty cash transactions, ensuring financial accountability.
- Provide support for travel arrangements, including hotel bookings, car rentals, and airport pickups, ensuring seamless travel experiences.
- Create purchase requisitions as needed to support office operations.
- Work closely with the procurement department to issue purchase orders (POs), ensuring timely acquisition of necessary resources.
- Collaborate with the government relations department to handle invitation letters and visa requirements for travelers, ensuring compliance and smooth processing.
- Serve as the primary point of contact for all visa-related inquiries and processes, providing clear and accurate information.
- Assist employees and visitors with visa applications, renewals, and extensions, ensuring timely and accurate submissions.
- Ensure compliance with all relevant immigration laws and regulations, maintaining the organization's legal standing.
- Maintain accurate records of visa statuses and expiration dates, ensuring timely renewals and compliance.
- Liaise with government agencies, consulates, and immigration authorities as necessary to facilitate visa processes.
- Provide guidance and support to employees regarding visa requirements and documentation, ensuring they are well-informed and prepared.
- Stay updated on changes in visa regulations and communicate any impacts to the organization, ensuring ongoing compliance and awareness.
- Bachelor’s degree in business administration, Human Resources, or a related field.
- Minimum of 5 years of proven experience as an Office Administrator, Administrative Assistant, or in a similar role.
- Previous experience in a visa coordination role, with knowledge of specific visa requirements for relevant countries.
- Familiarity with visa application processes and immigration regulations.
- Familiarity with HR processes, including onboarding and maintaining employee records.
- Experience in managing office supplies, equipment, and facilities.
- Ability to coordinate travel arrangements and support procurement processes.
- Knowledge of maintaining organized filing systems and preparing reports and presentations.
- Financial acumen to manage petty cash transactions and create purchase requisitions.
- Excellent organizational and multitasking abilities, with the capacity to prioritize effectively.
- Strong communication and interpersonal skills, enabling effective collaboration and clear communication.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Attention to detail and strong problem-solving skills.
- Ability to work independently and as part of a team, demonstrating flexibility and adaptability.
- Proficiency in English and Arabic is mandatory.
- Saudi nationals are required.
- This position is primarily based on Siemens Energy Riyadh Office (The role will require travelling to project sites which are close to Madinah, Buraydah and Rabigh).
- The role will require dealing with a multinational workforce from different cultural backgrounds.
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