Admin support officer

Role Overview

Admin Support Officer at Hitachi Energy Ltd, based in Jeddah and Madinah, Saudi Arabia. Full-time position.

Role Purpose

Coordinate office activities and operations to ensure efficiency and compliance with company policies while providing administrative support across reception, facilities, and general office functions.

Key Responsibilities

Reception & Visitor Management

• Greet persons entering the organization and direct them to correct destinations.
• Monitor visitor access and maintain security awareness.
• Coordinate with Security for the registration of visitors.
• Schedule appointments for visitors.
• Keep visitors records.
• Deal with queries from the public and customers.

Communications & Mail Services

• Answer telephone, screen and direct calls, and provide information as required.
• Assist the Reception area in attending and answering incoming calls and sending faxes.
• Receive and sort mail, fax, and deliveries.
• Take and relay shipments from DHL and TNT.
• Process individual telephone bill payments.

Office Operations & Administration

• Coordinate office activities and operations to secure efficiency and compliance with company policies.
• Monitor and maintain office equipment including fax machines and copy machines.
• Tidy and maintain the reception area.
• Control inventory relevant to the reception area.
• Implement accurate filing, documentation controls, and archiving for Admin activities.
• Regular check of Admin workflow; print each request and forward to the concerned admin staff for necessary action.

Supplies & Procurement

• Handle and control office supplies requisition in coordination with SCM.
• Supervise and request kitchen supplies.

Canteen & Facilities

• Handle canteen duties and organize with the suppliers of meals.
• Distribute invoices for the canteen to adequate cost centers.
• Prepare monthly payment requests for canteen subsidy.
• Supervise the activity of the clinic and request medical items.

Finance & Invoice Management

• Assist in checking supplier invoices prior to the approval of the Admin Manager and Finance.
• Receive and review hotel invoices, rent-a-car invoices, and compounds invoices.

Transportation & Events

• Supervise transportation requests and organize driver dispatch.
• Arrange meeting rooms in the event of trainings, including provision of snacks and lunch.
• Support the business to arrange all events.

Coordination & Special Projects

• Coordination with regional Admin staff when required.
• Conduct case-by-case study for top confidential cases referred by Hitachi management for evaluation.

Additional Information

Hitachi Energy conducts pre-employment background checks that may include verification of employment history, education, and criminal records in accordance with applicable laws. For roles involving access to sensitive information, financial responsibilities, client data, regulated environments, or security-sensitive functions, additional or more comprehensive background or security screenings may be required, including enhanced criminal history checks, credit history reviews where legally permissible, sanctions screening, or other due diligence measures.

Hitachi Energy uses digital and automated tools, including AI-supported solutions, to assist with activities such as application screening, job matching, and interview scheduling. Candidate data is processed in accordance with applicable data protection and employment laws and Hitachi's Global Data Privacy Notice.

Qualified individuals with a disability may request reasonable accommodation if unable or limited in ability to use or access the Hitachi Energy career site as a result of disability. Requests can be made by completing a general inquiry form on the website with contact information and specific details about required accommodation.