Service Support Assistant (S/P & Logistics)

Service Support Assistant (S/P & Logistics)

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Location
Dammam, Saudi Arabia.
Contract type
Full time
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Function

Service Support Assistant (S/P & Logistics)

Reports to

Maintenance Manager

Direct Reports

Job purpose statement

  • Provide comprehensive administrative and logistical support to ensure smooth and efficient operations at the site.
  • Coordinating with various stakeholders and maintaining essential documentation and supplies.

Scope

  • Covering site administration and logistics operations at the airport.
  • Interfacing with management, technical teams, vendors, and finance, while ensuring compliance with airport and organizational regulations.

Qualification and abilities

  • A bachelor's degree or equivalent with strong computer skills.
  • At least 2-3 years of relevant administrative or office management experience.
  • Excellent communication skills (in English and Arabic).
  • Experience handling multiple tasks in a high-performing environment.
  • MS Office skills (Word, Excel, PowerPoint).
  • Detail-oriented, self-starter, and proactive personality.
  • Must be punctual, dedicated, and responsible.
  • Decision-making ability.

Responsibilities

  • Provide administrative assistance to management.
  • Track, log, and up-keep of documentation, records of work visas, passports, and resident IDs.
  • Manage airport pass applications and renewals.
  • Manage vendor coordination for timely delivery of orders/supplies.
  • Collect POs, payment cheques, and deposit in the bank.
  • Collaborate with Finance for billing.
  • Prepare entry/exit gate passes.
  • Keep tracked records of work visas, passports, and resident IDs.
  • Maintain and control office supplies and stock levels.
  • Support meetings by noting records of minutes.
  • Support and maintain annual leave plan for employees.
  • Support Maintenance Manager with reports, presentations, filing, and organizing.
  • Coordinate with stakeholders at the airport.
  • Coordinate internal teams and external client meetings scheduling.
  • Coordinate with Maintenance Shift Leaders for data entries on Industry Safe and Maximo CMMS tools.
  • Coordinate with Maintenance Shift Leaders to track spare part management activities and inventory cycle count.

List of key activities

Administrative Support:

  • Managing and organizing office documents, files, and records.
  • Scheduling appointments, meetings, and events for the department.
  • Drafting and formatting correspondence, memos, and reports.
  • Maintaining office supplies and inventory.
  • Coordination with internal and external stakeholders.

Data Entry and Record-Keeping:

  • Entering data into databases or spreadsheets accurately and efficiently.
  • Updating and maintaining records of customer interactions, transactions, or other relevant information.
  • Generating reports or summaries based on collected data as needed.

Inventory Management Coordination:

  • Support Maintenance Shift Leaders to monitor inventory levels and ensuring stock availability to meet demand.
  • Support Maintenance Shift Leaders to Conduct regular stock audits and reconciling discrepancies.
  • Support Maintenance Shift Leaders to implement inventory control measures to minimize stockouts and overstock situations.

Coordination and Collaboration:

  • Coordinating activities and communication between different departments or teams.
  • Collaborating with colleagues to streamline processes, improve efficiency, or address customer needs.
  • Serving as a liaison between customers and internal departments to facilitate resolution of issues or requests.

Order Processing:

  • Processing RFQs for purchase orders accurately and efficiently.
  • Verifying order details, including product specifications, quantities, and delivery instructions.
  • Coordinating with internal teams to fulfil orders and ensure timely delivery.

Additional Tasks:

  • Performing other administrative or support tasks as assigned by the line manager.
  • Adapting to changing priorities or urgent requests as they arise.
  • Maintaining confidentiality and handling sensitive information with discretion.

Work pattern

  • Day Time

Differentiator

  • Strong administrative and coordination expertise.
  • Effective vendor management ensuring timely delivery of POs.
  • Comprehensive documentation management system.
  • Mid-level expertise of inventory management coordination.
  • Mid-level expertise in using Industry Safe and Maximo CMMS tools.
  • Proactive management of airport passes and work visas.

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