Administrative Assistant

Overview

Administrative Assistant Jobs in Jeddah, Makkah, Saudi Arabia at Hammad & Al-Mehdar Law Firm

Title: Administrative Assistant

Company: Hammad & Al-Mehdar Law Firm

Location: Jeddah, Makkah, Saudi Arabia

Job description

We are hiring two positions in KSA: In JEDDAH

Administrative Support:

· Manage phone calls, emails, and correspondence; schedule meetings and appointments; and handle office supplies.

· Greet clients, manage the reception area, and handle client inquiries.

· Responsible for making travel arrangements such as flights, accommodation, car rentals, and other necessary reservations for employees or clients. This may involve researching options, comparing prices, and securing the best deals while considering preferences and requirements.

· Assisting in organizing firm events, seminars, and webinars; handling logistics and registrations.

Team Management:

· Provide support to the lawyers that involves managing and coordinating the schedules to ensure that their time is utilized effectively and efficiently. Support daily operations of legal teams.

· Prepare, format, and file legal documents; maintain accurate records and files.

· Assisting in the use of project management tools (like Planner, Microsoft Forms) to track tasks, deadlines, and project progress.

· Assisting in the preparation of reports and presentations for team meetings and management reviews.

HR Support:

· Support senior team members in maintaining and updating employee files, assist in onboarding new employees, and handle routine HR paperwork.

· Supporting scheduling interviews, communicating with candidates, and helping prepare recruitment materials.

· Assist with the onboarding process for new team members, including preparing orientation materials and coordinating initial training sessions.

· Assisting scheduling and organizing ongoing trainings sessions for the team, ensuring every one has access to required training programs.

Accounts Billing:

· Assisting with accounts payable and accounts receivable processes, including invoice processing, tracking payments, WIP report, Monthly Activity Sheet, and resolving billing discrepancies.

· Assist with tracking expenses, maintaining financial records, and supporting other routine financial tasks

Client Services:

· Maintain and update client contact lists, assisting in tracking client engagement.

· Assist with client file management, organize documentation, and ensure all documents are properly filed and accessible.

· Schedule and confirm client appointments, manage client correspondence, and provide updates as needed.

IT Management:

· Assisting in setting up and maintaining office equipment, help troubleshooting minor IT issues.

· Input data into the firm’s Input data into the firm’s IT systems, help manage databases and ensure data accuracy.

· Assist in organizing IT training sessions for staff, help prepare training materials

Required Key Competencies

· Attention to Detail. Ensure accuracy in document preparation and data entry.

· Strong verbal and written communication skills for client interaction and internal communication.

· Ability to manage multiple tasks, maintain organized records, and handle scheduling efficiently.

· Familiarity with office software, legal document management systems, and basic IT troubleshooting.

Desired Qualifications:

· Bachelor’s/diploma in Business Administration or equivalent.

Spoken Language:

· English

· Arabic