Administrative Specialist - Jeddah

Alnafitha IT is a leading independent provider of IT services and solutions in Saudi Arabia founded in 1993.

As a fully Saudi-owned company we have established ourselves from a startup business to a market leader offering a comprehensive range of IT solutions tailored to meet the unique requirements of our clients.

Our expertise spans across various domains including Microsoft AWS ManageEngine and Zoho Solutions ensuring that we deliver strategic IT solutions that drive digital transformation and operational excellence to our clients.

With over 30 years of experience Alnafitha IT has successfully completed more than 4000 projects serving over 3000 satisfied customers and collaborating with 65 partners.

Our commitment to excellence is evident in our customer-centric approach which emphasizes engagement collaboration and a relentless pursuit of quality in every interaction

Our vision is to be the Kingdoms most customer-centric provider for digital transformation and consultation fostering innovation and excellence in all our solutions. We are dedicated to optimizing operational efficiency and ensuring effective resource utilization to enhance customer satisfaction and profitability

At Alnafitha IT we believe in empowering our employees and nurturing their growth which is essential for driving leadership in technology and customer satisfaction. As we continue to expand our presence in the IT landscape we remain committed to delivering cutting-edge solutions that not only meet but exceed our clients expectations.

Job Summary/Objective

The Administration and Facilities Specialist supports the Administration and Facilities Manager in executing various administrative and operational tasks. This role includes maintaining accurate employee records processing HR documentation and assisting with benefits administration. The specialist will coordinate logistics for office assets manage vendor communications and help ensure that facility maintenance is carried out efficiently.

Key Responsibilities

HR Documentation

Coordinate and maintain personnel records ensuring accuracy confidentiality and compliance with regulations

Prepare and process HR documents including employment contracts letters and forms

Employee Data Management

Update and manage employee information in HR databases and systems

Process changes in employee status benefits and other relevant data

Employee Records

Maintain organized and up-to-date employee records including contracts

Assist in archiving and purging records in accordance with retention policies

Employee Relations Support

Assist in responding to employee inquiries providing information on HR policies and procedures

Contribute to addressing employee concerns and inquiries professionally and promptly

HR Processes and Transactions

Assist in coordinating various HR processes such as onboarding offboarding and transfers

Support the administration of benefits leave requests and timekeeping

Social Insurance Management

Prepare social insurance documentation for employee entry and exit (Forms S1 and S6) and obtain employee signatures

Extract prints from the Social Insurance Authority for all insured employees and ensure timely submission of required forms

Health Insurance Coordination

Prepare health insurance documentation for employee enrollment or cancellation

Communicate with the insurance company to manage employee health insurance

Asset Management

Prepare and manage the delivery of assets (laptops accessories etc.) to employees and ensure documentation is signed

Oversee the return of assets upon employee resignation and maintain personal documents for new hires.

Banking Coordination

Deliver signed documents to the bank and follow up on account openings and issuance of employee cards.

Reporting and Data Analysis

Generate HR-related reports and analytics to assist in tracking employee data and trends

Contribute to data analysis for HR metrics and reporting

Policy Compliance

Assist in communicating and implementing HR policies ensuring adherence to labor laws and regulations

Support the enforcement of company policies and guidelines

Internal Communication

Assist in disseminating HR-related information and updates to employees and managers

Contribute to internal HR communications and announcements

Internet Management

Renew internet subscriptions for company lines and ensure service efficiency.

Coordinate with telecom companies to resolve internet issues promptly.

Maintenance Oversight

Monitor all maintenance activities including laptop repairs and periodic maintenance of the company premises.

Coordinate installation works (internet electricity etc.) for the office.

Special Administration & facilities Tasks

Prepare comprehensive employee data sheets and modify as needed

Draft HR letters for job titles and prepare resignation documents for legal and procedural compliance

Send reminders to employees to complete their personal documentation.

Requirements

Qualifications

- Education: Bachelor s degree in business administration Facility Management or related field.

- Experience: Proven experience in HR administration or personnel affairs roles

- Strong attention to detail and organizational skills

- Effective communication and interpersonal abilities

- Experience in a multinational or diverse workplace environment.

- Familiarity with HRIS (Human Resource Information Systems) and other HR software.

- In-depth understanding of labor laws and regulations particularly in the local context

- Knowledge of best practices in HR documentation and records management.

- Awareness of employee benefits and compensation structures.

- Strong attention to detail with a focus on accuracy and compliance.

- Excellent organizational and multitasking abilities to manage various HR processes.

- Effective communication skills both verbal and written to interact with employees at all levels.

- Strong interpersonal skills with the ability to build relationships and foster a positive work environment.

- Strong problem-solving skills with the ability to resolve conflicts and address employee concerns.

- Adaptability and flexibility to respond to changing organizational needs.

- High level of professional integrity and confidentiality.

EQUAL EMPLOYMENT OPPORTUNITY COMMISSION:

Alnafitha IT is an Equal Opportunity Employer and does not discriminate based on race color creed national origin ancestry religion age citizenship sex marital or veteran status disability or handicap sexual orientation or any other basis prohibited by applicable law. Alnafitha IT also takes affirmative action to employ and advance in employment qualified women minorities and diversity representations. Alnafitha IT also makes reasonable accommodations for qualified individuals with disabilities in accordance with the Saudi and Egyptian employment laws