Administrative Assistant

Job Description

Responsibilities

• Coordinate and follow up with suppliers and shipping companies regarding pending requests and incoming shipments.
• Ensure the completeness and accuracy of required documents and receive them prior to shipment arrival.
• Review and reconcile final commercial invoices with preliminary invoices.
• Receive and file shipping arrival notices related to shipments.
• Send payment requests and bank approvals to suppliers in coordination with the finance department.
• Prepare and update daily and weekly reports related to requests and shipments, and follow up on any discrepancies or observations.
• Track shipment movements and update shipment data (ETD/ETA and tracking numbers).
• Send logistics data specific to suppliers according to requirements and updates.
• Monitor cancellation processes or modification of supply terms and notify relevant management.
• Create and follow up on requests for new supply openings in the SAP system until procedures are completed.
• Translate invoices and product data and packaging components.
• Monitor financial requirements related to purchasing and importing operations.
• Review data and product components and ensure compliance with SASO, GSO, and SFDA requirements.
• Coordinate with suppliers to modify data on labels or packaging materials as needed.
• Prepare and update databases of registered supplies with SFDA and link them to SAP data.
• Execute any other tasks related to the nature of the work.

Required Qualifications

• and Experience:
• Bachelor's degree or diploma in Business Administration, Supply Chain Management, or any relevant field.
• Previous experience in administrative operations or procurement.
• Proficiency in English language reading, writing, and translating commercial documents.
• Familiarity with SAP systems is preferred.

Required Skills

• Organizational and time management skills.
• Ability to prepare and follow up on regular reports.
• Effective communication and coordination skills with suppliers and internal and external stakeholders.
• Attention to detail and accuracy.
• Problem-solving and follow-up skills.
• Proficiency in Microsoft Office applications, especially Excel.
• Ability to work under pressure and manage multiple tasks simultaneously.
• Document management and archiving skills.