Administrative & Account Assistant

Job description / Role

Reporting to the General Manager of Apave KSA, you will be responsible for the coordination of all administrative aspects of the newly created subsidiary. The long-term objective (2026) is to grow the company at 25/30 employees.
In this position, you are a key element of the team, to support the creation and organization of the company.

The position is based in Riyadh city.

Administrative support to the team
- Provide secretarial, administrative and clerical support to Managing Director and Technical Director (arrange flight bookings, itinerary tickets during missions and leaves, etc.)
- Coordinate staff's visas renewals and permit requests,
- Arrange staff expenses reimbursement (fuel/carwash/reception cost/etc.)
- Monitor approved leave application of staff
- Process all staff's requests for all related administrative such as leaves, etc.
- Keep monitoring of Visa & Passport files of staff
- Coordinate with the landlords for the Tenancy Contract
- Organise the office (supplies, etc.)

Accounting tasks
- Liaise with the Accounting Firm for financial record keeping, VAT records, etc.
- Pre-recording of all invoices (receivables/payables)
- Pre–recording of back charges from Head Office
- Control purchase orders / invoices prior to recording
- Assist Accounting Firm for salary payment and other payments as necessary

Payroll tasks
- Consolidate monthly timesheets for processing of Payroll
- Ensure timely declaration of entry & exit of personnel to social security
- Process end of service gratuity payment

Banking tasks
- Prepare cheques and invoices
- Prepare wire transfers
- Petty cash custodian

Keep documentation up-to-date
- Maintain all compulsory files as per legislation
- Personnel
- Hygiene
- Health & Safety
- Devise and maintain office systems, including data management, filing and document tracking and circulation,
- Maintain records, photo copying, scanning and filing as per respective folders
- Maintain electronic and hard copy filing system
- File and archive documents to their designated folders

Requirements

- Undergraduate Degree - ex: Bachelor in Business Administration
- 3-5 years of experience in similar role.
- Knowledge of office management responsibilities, systems, and procedures
- Bilingual: excellent written and verbal Arabic & English language
- Proficiency in MS Office,
- Strong organization and administrative skills,
- Excellent time management skills and ability to multi-task and prioritize work.
- Attention to detail and problem-solving skills.
- Rigorous and dependable.
- Proactive and willing to take initiative in a small team environment.

About the Company

For more than 150 years, Apave has facilitated the major technological changes and revolutions by developing expertise to guarantee the safety of people, industrial goods and the environment.

Safety is the foundation of progress: without safety, there can be no industrial, human, environmental or digital progress. It is our history and our mission.