Receptionist Office Administrator — Khobar

The Office Administrator & Receptionist provides professional front-desk services while supporting daily office administration, government relation and coordination. The role ensures smooth office operations, effective communication, a welcoming environment for staff and visitors, and timely coordination of government and regulatory processes.

Qualifications/Experience

Minimum High School Diploma (Secondary School Certificate)

2–5 years’ experience in reception, administration, or personal assistant roles

Strong Microsoft Office skills (Word, Excel, Outlook)

Professional communication and telephone etiquette in English and Arabic

Experience supporting senior management (advantageous)

Experience working with suppliers and service providers (advantageous)

Familiarity with Saudi government platforms such as Qiwa, Muqeem, GOSI, Mudad and Chamber of Commerce portals is advantageous.

Basic understanding of Saudi employment, work-permit, iqama and visa-administration processes.

Ability to handle confidential employee and company information professionally.

Ability to track multiple applications, deadlines, renewals and document-expiry dates.

Valid Saudi driving licence would be advantageous.

Skills

Reception & Front Desk Management

Greet, and welcome visitors professionally

Maintain a clean, organised reception area

Answer, screen, and direct incoming calls

Manage visitor logs and access control

Handle courier deliveries and collections

Manage opening and closing of the office

Support reception-related administrative duties

Office Administration

Manage bookings of meeting calendars

Prepare, scan, file, and distribute documents

Maintain accurate filing systems (manual and electronic)

Monitor and order stationery and office supplies

Receive and record deliveries and parcels

Communicate internal notices and updates

Provide general administrative support across departments

Facilities & Office Coordination

Log and follow up on maintenance issues (lighting, plumbing, AC, etc.)

Liaise with contractors, suppliers, and service providers

Monitor and escalate facilities-related matters

Assist with office layout changes, workspace planning, and internal moves

Meetings, Events & Office Support

Coordinate meeting logistics (venues, catering, equipment)

Assist with company events and functions

Support employee engagement initiatives

Prepare materials and coordinate arrangements for internal events

Communication & Coordination

Manage internal communication channels (e.g., notices, WhatsApp groups)

Act as a key coordination point between departments and management

Provide ad-hoc operational and administrative support

Ensure smooth information flow across teams

PRO & Government Relations Support

Support the administration of Qiwa, Muqeem, GOSI, Mudad, Chamber of Commerce and other applicable government platforms.

Coordinate applications, renewals and status tracking for work permits, iqamas, exit/re-entry visas, employment transfers and other employee documentation.

Liaise with the company’s appointed external PRO, government-relations consultants and authorised service providers.

Prepare, submit and follow up on supporting documents required for government and regulatory processes.

Maintain an accurate register of company licences, employee documentation, permits and expiry dates.

Provide advance notification of upcoming renewals and coordinate the required.