Administrator Assistant

Group Overview

Headquartered in Riyadh, Saudi Arabia, we operate construction and manufacturing businesses, design & development centres and a host of facilities in the Middle East and other countries. alfanar is involved in: Electrical, electromechanical and civil engineering construction; Manufacturing and marketing electrical construction products; Allied engineering services.

Our main divisions: alfanar electric, alfanar construction, alfanar building systems. alfanar electric is the industrial arm of alfanar, manufacturing a variety of low, medium and high voltage electrical construction products. alfanar electric operates industries in Riyadh and Jubail, Saudi Arabia; Dubai, UAE; London, UK. alfanar has a development and engineering centre in Chennai, India. Industrial complex, Riyadh: The centre of alfanar’s industrial activities is alfanar Industrial Complex situated in the Third Industrial Zone on Al-Kharj Road, Riyadh. Spread across 700,000 square metres, the complex houses alfanar’s facilities. The complex has a comprehensive infrastructure including a data and communication centre as well as a commercial zone.

Job Purpose

Support the business units in their daily administration tasks efficiently, in a timely manner and with quality standards as per the defined policies and procedures to achieve departmental operational plans and developments.

Key Accountabilities

• Sales Order Management – Register sales orders in SAP; create outbound deliveries (OBDs) and follow up with stores until material delivery; follow up with sales and accounts teams for issuing LGs, order releases, OBDs, commercial invoices, payment receipts, and new account openings.


• Financial Transactions and Documentation – Issue advance payments and commercial invoice requests for collection; track commercial invoices until submission to the customer; follow up with accounts for payment allocation; submit SAP invoices monthly to accounts after obtaining signatures from sales and customers.


• Sales Support and Reporting – Create opportunities, quotations and tickets for new tenders; arrange reports for sales manager including booking, invoicing, FGCN, overdue payments, forecasts/backlogs.


• Project and Inventory Coordination – Prepare item lists according to project nature and IPO; coordinate with demand planning, factory and product marketing managers for material master creation; arrange stock take‑off samples, pre‑qualification files, and project materials; report to management weekly.

Role Accountabilities

• HR proficiency: Ability to obtain updated soft and technical skills related to the job; vision and a plan for career path and how to achieve it.


• Delivery: Perform planned activities to meet operational and development targets; utilise resources effectively to achieve objectives within efficient cost and time; provide periodic report detailing deviation and execution of planned tasks.


• Problem solving: Solve related problems that arise and escape any complex operational issues.


• Quality: Ensure quality requirements to develop effective quality control and processes including specifications for products or processes or related activities.


• Business process improvements: Coordinate well‑defined written systems, policies, procedures and seek automation opportunities as much as possible.


• Compliance: Comply with related policy and procedures and work instructions.


• Health, Safety, and Environment: Ensure compliance of relevant safety, quality and environmental management procedures and controls within defined area of work activity to guarantee safety, legislative compliance, and delivery of high‑quality products/services.

Qualifications

• Academic qualification – Diploma degree in administration institute.


• Work experience – Fresher, 0-2 years.


• Technical / Functional competencies – Work order management, ad hoc reporting, clerical documentation standards & procedures, document management, document preparation, general inventory management, general invoice processing.