Admin Coordinator

Admin Coordinator

We are searching for an experienced Admin Coordinator at our MEDLOG Saudi Arabia - Ad Dammam facility.

Primary Duties and Responsibilities:

Provide the best suppliers and quotations for any office/depot purchase order.
Carry out research to provide information to support negotiations on pay and conditions to suppliers.
Handle all the process for obtaining the necessary licenses for all projects and tasks.
Support in buildings requirements by providing all needed documents and discuss any occur issue.
Book Flights and hotels for employee’s business trips and annual leave.
Renew non-Saudi resident ID in Muqeem/MOL system.
Issue all visit visas requests.
Work on company online accounts as Yakeen, Tamm, Amn,etc.
Carry out the yearly renewal of medical insurance coverage, add /cancel the employee in medical coverage and submit employee’s claim.
Handle Mobile request or cancel it on the online user or through emails.
Coordinate with the Receptionist regarding office groceries and supplies by getting them directly or through third party.
Coordinate with the Receptionist regarding the work of the cleaners.
Coordinate with the company drivers to finalize any administration tasks.
Coordinate with lease/rent car company to provide cars and to handle monthly invoices.
Provide monthly reports whenever required.
Find suitable vendors to purchase of materials/services required by the company.
Collect all information about the vendor through questionnaire (VHQ) and check that it matches company requirement
Negotiate with the vendors to purchase of materials/services required by the company and request for Quotation to view 3 difference options for each material/service before seeking management approval.
Ensure that the submitted Request for Quotations (RFQ) forms meet company specifications.
Issue purchase orders (PO) for approved purchase of goods/services and ensure that they are delivered at the appropriate time and in accordance with company requirements.
Prepare regular reports on materials and supplier performance to assist in decision making.
Monitor the performance of suppliers and to ensure they are providing the best output.
Purchase some products from specialized stores personally.
Monitor the purchasing arrangements of different departments and functions to ensure that they are taking advantage of the most favorable terms.
Monitor the costs of materials/services obtained to ensure that these comply with the company’s cost criteria and to maximize savings to the company.
Compile & maintain a comprehensive database of contractors and pricing arrangements and utilize the approved vendors to ensure that the company achieves the most favorable commercial terms.
Make all necessary administrative arrangements for the running of in-house training courses.
Coordinate with printing houses to print MEDLOG requirements of letterheads, envelopes, etc.
Any other tasks assigned by the direct manager.

Required Qualifications:

Administrative Skills.
Goverment Knowledge in Logistics field.
Procurement Expertise.
Communication Skills.
Problem-Solving Abilities.
Adaptability and Multitasking.
English language.

A Minimum of 1 year’s experience in a similar role/industry

Bachelor’s Degree in Business Administration or any related field.

Excellent administrative skills
Intermediate to advanced Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
Intermediate to excellent verbal and written English – Bilingual (Arabic/English)
Organized and able to meet deadlines (Time management)
Replying to emails within no more than 4 hours
Multi-tasking
Dedicated personnel
Good human relations skills.
Organize work to meet priorities.