Siemens Energy

A Snapshot of your day

As an Office Administrator and visa coordinator, you'll start your day by ensuring the smooth operation of our office environment. You'll proactively manage various administrative tasks, from coordinating schedules to maintaining office supplies. Throughout the day, you'll handle visa coordination for our employees and visitors, ensuring all documentation is processed efficiently. Your excellent organizational skills and understanding of visa processes will be key as you multitask in our fast-paced, dynamic team setting.

How You’ll Make an Impact

Office Administration:

• Efficiently manage day-to-day office operations, including maintaining and locally procuring office supplies, equipment, tools, and facilities.
• Coordinate and schedule meetings and appointments to ensure smooth workflow.
• Handle incoming and outgoing correspondence, including emails, phone calls, and mail, maintaining clear communication channels.
• Maintain organized filing systems for documents and records, ensuring easy access and retrieval.
• Assist in the preparation of reports, presentations, and other documents as needed, contributing to effective communication.
• Support HR with onboarding new employees and maintaining accurate employee records.
• Ensure the office environment is clean, professional, and conducive to productivity.
• Prepare gate passes to facilitate smooth access and security.
• Keep accurate records of office petty cash transactions, ensuring financial accountability.
• Provide support for travel arrangements, including hotel bookings, car rentals, and airport pickups, ensuring seamless travel experiences.
• Create purchase requisitions as needed to support office operations.
• Work closely with the procurement department to issue purchase orders (POs), ensuring timely acquisition of necessary resources.

Visa Coordination:

• Collaborate with the government relations department to handle invitation letters and visa requirements for travelers, ensuring compliance and smooth processing.
• Serve as the primary point of contact for all visa-related inquiries and processes, providing clear and accurate information.
• Assist employees and visitors with visa applications, renewals, and extensions, ensuring timely and accurate submissions.
• Ensure compliance with all relevant immigration laws and regulations, maintaining the organization's legal standing.
• Maintain accurate records of visa statuses and expiration dates, ensuring timely renewals and compliance.
• Liaise with government agencies, consulates, and immigration authorities as necessary to facilitate visa processes.
• Provide guidance and support to employees regarding visa requirements and documentation, ensuring they are well-informed and prepared.
• Stay updated on changes in visa regulations and communicate any impacts to the organization, ensuring ongoing compliance and awareness.

What You Bring / Skills, Capabilities

• Bachelor’s degree in business administration, Human Resources, or a related field.
• Minimum of 5 years of proven experience as an Office Administrator, Administrative Assistant, or in a similar role.
• Previous experience in a visa coordination role, with knowledge of specific visa requirements for relevant countries.
• Familiarity with visa application processes and immigration regulations.
• Familiarity with HR processes, including onboarding and maintaining employee records.
• Experience in managing office supplies, equipment, and facilities.
• Ability to coordinate travel arrangements and support procurement processes.
• Knowledge of maintaining organized filing systems and preparing reports and presentations.
• Financial acumen to manage petty cash transactions and create purchase requisitions.
• Excellent organizational and multitasking abilities, with the capacity to prioritize effectively.
• Strong communication and interpersonal skills, enabling effective collaboration and clear communication.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Attention to detail and strong problem-solving skills.
• Ability to work independently and as part of a team, demonstrating flexibility and adaptability.
• Proficiency in English and Arabic is mandatory.
• Saudi nationals are required.

Work Environment:

• This position is primarily based on Siemens Energy Riyadh Office (The role will require travelling to project sites which are close to Madinah, Buraydah and Rabigh).
• The role will require dealing with multinational work force from different cultural background.

Who is Siemens Energy?

At Siemens Energy, we are more than just an energy technology company. We meet the growing energy demand across 90+ countries while ensuring our climate is protected. With more than 92,000 dedicated employees, we not only generate electricity for over 16% of the global community, but we’re also using our technology to help protect people and the environment.

Our global team is committed to making sustainable, reliable, and affordable energy a reality by pushing the boundaries of what is possible. We uphold a 150-year legacy of innovation that encourages our search for people who will support our focus on decarbonization, new technologies, and energy transformation.

Our Commitment to Diversity

Lucky for us, we are not all the same. Through diversity we generate power. We run on inclusion and our combined creative energy is fuelled by over 130 nationalities. Siemens Energy celebrates character – no matter what ethnic background, gender, age, religion, identity, or disability. We energize society, all of society, and we do not discriminate based on our differences.

We value equal opportunities and welcome applications from people with disabilities.

https://jobs.siemens-energy.com/jobs

#LI-AZ1