Job Description

Jadaharabia

Coordinator/ Admin Assistant/ Secretary/ Document Controller

Job id: 585159

12 Jul 2025

Job Location

Saudi Arabia

Experience

2 to 5 years

Qualification Level

Graduate

Job Function

Administration / Commercial Operations
Secretary / Front Office

Skillset

Microsoft Office , finance document handling

Preferred Jobseekers

Locally available candidates only apply for this job

Role:

He is responsible for organizing, tracking, and managing company documentation and communications across different departments including procurement, finance, operations, and administration. This role ensures that business documents (such as quotations, purchase orders, contracts, vendor forms, and official correspondence) are properly recorded, saved, and traceable over time.

The person will support the management team by maintaining an organized document filing system, tracking communications with vendors, customers, and partners, and assisting with basic admin tasks and follow-ups.

Key Responsibilities:

Document & Record Management:
• Create, organize, and maintain a structured filing system (physical and electronic) for all company documents.
• Save all communication records (emails, letters, quotations) in an organized way with version tracking and clear file naming.
• Maintain document logs for quotations received and submitted, purchase orders, contracts, vendor registrations, and other key company documents.
• Ensure historical records are preserved when a document is updated or replaced.

Communication Tracking & Follow-up:
• Track key communications with vendors, customers, service providers, and partners.
• Record timelines of offers, clarifications, confirmations, and approvals.
• Prepare follow-up lists and reminders for pending items and action points.
• Assist in the preparation of formal letters and emails.

Administrative Support:
• Support in preparing and submitting vendor registration forms, financial documents, and compliance forms.
• Assist with internal reporting, document summaries, and tracking sheets.
• Support procurement and finance teams in managing purchase order documentation, payment follow-ups, and vendor code applications.
• Schedule meetings, maintain shared calendars, and assist with general administrative coordination.

System & Tools Use:
• Organize company records using document management systems (SharePoint or similar platforms).
• Use Excel sheets and tracking logs to record document and communication status.
• Ensure all document actions are traceable and secure.

Skills & Qualifications:
• Experience handling business documentation (quotes, contracts, POs, vendor forms).
• Good knowledge of Microsoft Office (Excel, Word, Outlook). SharePoint experience is a plus.
• Well organized, detail-oriented, and reliable in tracking multiple tasks.
• Professional communication skills in English; Arabic is a plus.
• Proactive, able to follow up independently and remind team members of pending actions.

Preferred (Not Mandatory):
• Exposure to procurement or finance document handling.
• Familiarity with industrial or commercial business environments.
• Knowledge of document control best practices.

Disclaimer: GotoGulf is a platform that facilitates recruiters and jobseekers reach out to each other. Applicants are advised to research the bonafides of recruiters independently. We do not endorse requests for money payments and strictly advise against sharing personal or financial information. If you suspect malpractice, please email to us.