At Proconics International we are passionate about what we do, and we are passionate about our people. If you are a qualified, hard-working individual, aspiring to grow your career, we invite you to apply for the advertised vacant position.
Purpose of the position:
The Office Administrator & Receptionist provides professional front-desk services while supporting daily office administration, government relation and coordination. The role ensures smooth office operations, effective communication, a welcoming environment for staff and visitors, and timely coordination of government and regulatory processes.
Qualifications/Experience:
- Minimum High School Diploma (Secondary School Certificate)
- 2–5 years’ experience in reception, administration, or personal assistant roles
- Strong Microsoft Office skills (Word, Excel, Outlook)
- Professional communication and telephone etiquette in English and Arabic
- Experience supporting senior management (advantageous)
- Experience working with suppliers and service providers (advantageous)
- Familiarity with Saudi government platforms such as Qiwa, Muqeem, GOSI, Mudad and Chamber of Commerce portals is advantageous.
- Ability to handle confidential employee and company information professionally.
- Ability to track multiple applications, deadlines, renewals and document-expiry dates.
- Basic understanding of Saudi employment, work-permit, iqama and visa-administration processes.
- Valid Saudi driving licence would be advantageous.
Required Outputs and Responsibilities:
Reception & Front Desk Management
- Greet, and welcome visitors professionally
- Maintain a clean, organised reception area
- Answer, screen, and direct incoming calls
- Manage visitor logs and access control
- Handle courier deliveries and collections
- Manage opening and closing of the office
- Support reception-related administrative duties
Office Administration
- Manage bookings of meeting calendars
- Prepare, scan, file, and distribute documents
- Maintain accurate filing systems (manual and electronic)
- Monitor and order stationery and office supplies
- Receive and record deliveries and parcels
- Communicate internal notices and updates
- Provide general administrative support across departments
Facilities & Office Coordination
- Log and follow up on maintenance issues (lighting, plumbing, AC, etc.)
- Liaise with contractors, suppliers, and service providers
- Monitor and escalate facilities-related matters
- Assist with office layout changes, workspace planning, and internal moves
Meetings, Events & Office Support
- Coordinate meeting logistics (venues, catering, equipment)
- Assist with company events and functions
- Support employee engagement initiatives
- Prepare materials and coordinate arrangements for internal events
Communication & Coordination
- Manage internal communication channels (e.g., notices, WhatsApp groups)
- Act as a key coordination point between departments and management
- Provide ad-hoc operational and administrative support
- Ensure smooth information flow across teams
PRO & Government Relations Support
- Support the administration of Qiwa, Muqeem, GOSI, Mudad, Chamber of Commerce and other applicable government platforms.
- Coordinate applications, renewals and status tracking for work permits, iqamas, exit/re-entry visas, employment transfers and other employee documentation.
- Liaise with the company’s appointed external PRO, government-relations consultants and authorised service providers.
- Prepare, submit and follow up on supporting documents required for government and regulatory processes.
- Maintain an accurate register of company licences, employee documentation, permits and expiry dates.
- Provide advance notification of upcoming renewals and coordinate the required.
Personal Attributes
- Professional, friendly, and approachable demeanour.
- Reliable and responsible.
- Proactive and solution-driven.
- Ability to work under pressure and manage busy periods.
Preference Statement:
- Only Saudi nationals will be considered for this position, in line with company’s localisation requirements.
- The candidate must be proficient in both English and Arabic, with the ability to communicate effectively in both languages.
Should you see yourself advancing in an exciting company such as Proconics International, forward your CV stating the reference number as well as the name of the position in the subject line to:
Email: recruitment@proconics.co.za
Closing date: 23 October 2026
Internal candidates to specify internal on their application.
Feedback will be given to shortlisted candidates.
