Senior Admin Assistant (Saudi National)

Job Description

""Think bigger scale. Think higher profile. Think ground-breaking. Join WSP, and you’ll be at the heart of a team of international experts all dedicated to growing and sharing their expertise and working on projects that transform society for all of us. WSP are looking for a Saudi National Admin Assistant for office in Riyadh to manage all activities related to general administration, including day to day issues, process improvement, calendar management etc.""

Responsibilities

General Administration

• Oversee day-to-day administrative operations ensuring smooth functioning of office services.
• Act as the main point of contact for administrative support across departments.
• Maintain up-to-date records of office documentation and administrative files.
  
  
  

Project Delivery & Collection

• Coordinate and track delivery and collection of documents, materials, and other requests related to WSP projects.
• Liaise with couriers, consultants, and internal stakeholders to ensure timely execution of delivery schedules.
• Maintain a log of all incoming and outgoing project-related materials.
  
  
  

Inventory & Stock Management

• Monitor and maintain office supplies inventory (stationery, pantry, printing materials, etc.).
• Conduct regular stock checks and ensure timely replenishment of consumables.
• Coordinate with vendors and procurement team for purchase requests and approvals.
  
  
  

Office Event Preparation & Support

• Support planning and execution of internal office events, celebrations, and meetings.
• Coordinate logistics such as room setup, catering, materials, and invitations.
• Ensure all event activities comply with company guidelines and HSE policies.
  
  
  

Hotel Booking & Accommodation Coordination

• Identify, assess, and coordinate hotel options for staff, guests, and business visitors as per company guidelines.
• Negotiate corporate rates and maintain a preferred vendor list.
• Manage hotel bookings and ensure timely confirmations and record-keeping for audit and finance purposes.
  
  
  

Vendor & Staff Coordination

• Supervise and manage daily schedules and duties of office support staff including cleaners and drivers.
• Ensure cleaning standards and transport requirements are met consistently.
• Address performance issues and escalate as required to HR or Facilities Manager.
  
  
  

Facility Support & Maintenance Liaison

• Report and follow up on maintenance issues within the office premises.
• Coordinate with building management or facilities service providers as needed.
• Ensure all administrative equipment (copiers, shredders, etc.) are operational and serviced.
  
  
  

Compliance & Safety

• Ensure compliance with WSP administrative processes, procurement procedures, and data protection policies.
• Support implementation of health and safety standards within the admin domain.
  
  
  

Reporting & Documentation

• Prepare regular reports on administrative activities, stock levels, staff attendance, hotel bookings, and delivery status.
• Document and archive all administrative procedures and updates for audit and review purposes.
  
  
  

Qualifications

• Bachelor Degree with minimum 03 years relevant experience
• Previous experience in site administration/projects.
• Excellent communication skills verbal and written in English