Admin Services Senior Specialist

JOB PURPOSE: 

Jobholders at this level execute work under minimal supervision from professionals or managerial staff and may supervise specific operational processes according to set policies, procedures, standards and guidelines. Operationally, they answer and transfer calls, provide office supplies, sort and record incoming and outgoing correspondences

JOB QUALIFICATIONS AND REQUIREMENTS:

• A minimum of 2 years of relevant experience
• Bachelor’s degree in Business Administration, Public Administration, Office Management, or equivalent 

ROLES AND RESPONSIBILITIES

• Receive and answer incoming calls and transfer the caller to relevant staff or function through the PBX system/switchboard
• Reserve and book rooms for meetings, training, and conferences and provide the needed services and equipment in coordination with internal stakeholders
• Organize reception area and offices and keep them clean at all times to leave a good impression on visitors and solidify ZATCA’s professional reputation
• Welcome visitors and guests to ZATCA premises according to protocols, direct to desired location, follow-up on related authorizations and dispatch access cards
• Assist guests and visitors by determining their needs and satisfying their requests, if any, to secure their satisfaction
• Provide supply of office equipment to ensure employees are well equipped to handle daily work
• Coordinate space allocation for new joiners
• Maintain professional practices in dealing with the different parties such as managing incoming calls, courier packages, tax communication, etc.
• Update office extensions and mobile numbers of ZATCA employees on relevant database in coordination with concerned stakeholders
• Coordinate ZATCA correspondences including the collection, organization, sorting, recording, and dispatching of incoming and outgoing correspondences to relevant stakeholders
• Record incoming and outgoing correspondences and courier packages in a central repository for tracking purposes as per set guidelines
• Implement digitization and archiving for incoming and outgoing correspondences
• Coordinate with Driver and mail delivery services for the delivery of outgoing correspondences and courier packages
• Follow all relevant policies, processes and standard operating procedures so that work is carried out in a controlled and consistent manner
• Conduct activities under close supervision
• Escalate complex problems to the relevant person to ensure case/issue is closed efficiently and in timely a manner
• Perform other duties as requested