Your career is about more than building a resume — it’s a chance to #LeaveYourMark. Guaranteeing quality, ensuring health and safety, mitigating risks and improving performance, as well as environmental protection and social responsibility…this is what Bureau Veritas is about. Join an inclusive, flexible and diverse company where you can thrive while positively contributing to transforming the world in which we live.

#ShapingaWorldofTrust

Position :

Admin Coordinator  

Location / Department

BVMS – Minerals Laboratory (Jeddah / KSA)

Minimum Qualifications

• Diploma or Bachelor’s degree in Business Administration or related field (preferred).
• Basic proficiency in Microsoft Office (Word, Excel, Outlook).
• Ability to organize documents and maintain filing systems.
• Fluency in Arabic and English  

Key Responsibilities

• Create and update supplier and client records in the Flex system, prepare Purchase Orders (PO) after approvals, follow up with suppliers to ensure timely deliveries, share payment proofs with suppliers, and coordinate with Finance for payment allocation.
• Prepare proforma and final invoices for clients, send them after job completion or upon request, upload invoices on the Maaden Portal, update their status, and track issued invoices to ensure proper uploads.
• Handle requests for flight and hotel bookings from employees, coordinate with travel agencies to secure best rates, confirm arrangements, and ensure bookings are aligned with travel schedules.
• Collect and review expense receipts related to travel and purchases, prepare monthly summaries of petty cash expenditures with receipts, and present them to management.
• Track incoming and outgoing mail, document received messages, distribute them to relevant departments, send parcels and correspondence via courier services like DHL, and ensure timely delivery.
• Welcome visitors, direct them to the appropriate department, maintain the visitor log, ensure proper access procedures, and provide general information to guests and clients.
• Organize and update the archiving system for easy access to files, ensure secure storage of important documents, and print submissions received from Maaden and other clients as needed.
• Schedule and coordinate maintenance requests such as electrical and HVAC, and follow up with maintenance teams to ensure timely completion.
• Receive and manage additional administrative tasks as directed by management, ensure accuracy in data entry and documentation, communicate effectively with suppliers to confirm order details, coordinate travel plans within budget, maintain an organized filing system, organize daily tasks to support smooth office operations, communicate clearly with team members, suppliers, vendors, and clients, and prioritize tasks based on urgency.

Technical Expertise 

• Ensure accuracy in data entry and simple documentation tasks
• Communicate effectively with suppliers to confirm order details
• Coordinate travel plans within budget
• Maintain an organized filing system

Business Requirements

• Organize daily tasks to support smooth office operations
• Communicate clearly with team members and vendors
• Prioritize tasks based on urgency

QHSSE Responsibilities

• Adhere to BV safety programs and all applicable HSE policies and legal requirements
• Maintain a clean, hazard-free workspace and report any risks or faults immediately
• Report all incidents, unsafe conditions, or newly identified hazards without delay
• Support investigations and contribute to risk control measures
• Actively promote a safe working environment and take responsibility for personal and team safety