Administrative Assistant
Group overview
Headquartered in Riyadh, Saudi Arabia, we operate construction and manufacturing businesses, design & development centers 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
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 center in Chennai, India.
Industrial complex, Riyadh
The center 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 meters, the complex houses alfanar’s facilities.
The complex has a comprehensive infrastructure including a data and communication center as well as a commercial zone.
Job purpose
Support the business units in their daily administration tasks efficiently, in a timely manner and quality standards as per the defined policies and procedures to achieve departmental operational plans and developments.
Key accountability areas
Sales order management
Register sales orders in the SAP system.
Create outbound deliveries (OBDs) and follow up with stores until material delivery.
Follow up with the 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 purposes.
Track commercial invoices until submission to the customer.
Follow up with the accounts department for allocation of payments after collection.
Submit SAP invoices monthly to the accounts department after obtaining signatures from sales and customers.
Sales support and reporting
Create opportunities, quotations, and tickets for new tenders.
Arrange reports for the sales manager, including booking, invoicing, FGCN (Full Goods Credit Note), overdue payments, and 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 materials master creation.
Arrange stock take-off samples, pre-qualification files, and project materials, and report to management on a weekly basis.
Role accountability
HR proficiency:
Ability to obtain updated soft and technical skills related to the job.
To have a vision and a plan for the career path and how to achieve it.
Delivery:
Perform the planned activities to meet the operational and development targets as per delivery schedules.
Utilize resources effectively to achieve objectives within efficient cost and time.
Provide a periodic report formatted by detailing the deviation and execution of planned tasks.
Problem-solving:
Solve any related problems that arise and escalate 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.
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 and procedures
Document management
Document preparation
General inventory management
General invoice processing