Overview
Adminstrative Coordinator Jobs in Riyadh Region at Al Hayat Investments Co.
Title: Adminstrative Coordinator
Company: Al Hayat Investments Co.
Location: Riyadh Region
Adminstrative Coordinator
Riyadh, Saudi Arabia Full-time On-site
Job Summary
We are looking for a detail-oriented and proactive Adminstrative Coordinator to support our sales, operations, and cross-functional teams in the day-to-day execution of business activities. Reporting to the Sales Manager, this role serves as a central coordination point between sales, supply chain, warehouse, logistics, finance, and customer care — ensuring that orders, deliveries, and customer commitments are tracked, followed up on, and executed smoothly. The ideal candidate is organized, communicates clearly across departments, and is comfortable working within ERP systems as part of their daily routine.
Key Responsibilities
1. Sales Pipeline Support
- Monitor and review the sales pipeline dashboard on a regular basis to ensure data accuracy and completeness.
- Coordinate with sales representatives to follow up on pipeline updates, stage changes, and outstanding actions.
- Prepare pipeline summaries and status updates for the Sales Manager as needed.
2. ERP Data Entry & Order Management
- Create and manage leads, prospects, and customer records in Oracle NetSuite.
- Prepare estimates and quotations on behalf of the sales team, ensuring accuracy of items, quantities, and pricing.
- Convert approved estimates into sales orders and ensure all order details are correctly captured before processing.
- Maintain clean and up-to-date records across all transactions in the ERP system.
3. Inventory & Delivery Planning
- Check inventory availability for items on active sales orders and identify any shortfalls or fulfillment risks.
- Track expected arrival dates for pending stock and use this information to support delivery scheduling and customer communication.
- Flag inventory discrepancies or delays to the relevant teams in a timely manner.
4. Supply Chain Coordination
- Submit and follow up on item requests to the supply chain department for sales orders requiring procurement.
- Coordinate stock replenishment requests based on sales demand and inventory levels.
- Maintain clear communication with the supply chain team on order priorities, lead times, and urgency.
5. Operations & Logistics Coordination
- Coordinate with warehouse, logistics, and operations teams to schedule and follow up on item deliveries to customers.
- Liaise with the project execution team to track installation milestones and ensure timely completion of customer commitments.
- Escalate delivery or installation delays to the Sales Manager and relevant department heads as needed.
6. Customer After-Sales & Maintenance Follow-Up
- Monitor open maintenance cases for customers and follow up with the customer care and maintenance teams on resolution progress.
- Ensure maintenance requests are acknowledged, assigned, and closed within acceptable timeframes.
- Communicate case status updates to customers or the sales team as required to maintain a high level of service.
7. Invoicing & Accounts Receivable Follow-Up
- Follow up on pending invoices and outstanding accounts receivable items in coordination with the finance team.
- Liaise between the sales team and finance department to resolve billing discrepancies, missing documentation, or payment delays.
- Track collections status and escalate overdue accounts to the Sales Manager with relevant context and supporting information.
Qualifications
Bachelor's degree in Business Administration, Commerce, or a related field.
2–4 years of experience in a coordination, sales support, or operations role.
Hands-on experience with ERP systems; Oracle NetSuite experience is strongly preferred.
Strong organizational skills with the ability to manage multiple priorities and follow up consistently without being prompted.
Good interpersonal and communication skills, with the ability to coordinate effectively across departments.
Comfortable working with data — able to read reports, track statuses, and identify discrepancies.
Proficiency in Microsoft Office, particularly Excel and Outlook.
Fluency in Arabic and English is required.
Key Competencies
- Cross-functional coordination and follow-through
- Order and pipeline management
- ERP data accuracy and discipline
- Attention to detail and structured follow-up
- Clear and proactive communication
- Problem identification and escalation judgment
- Reliability, ownership, and accountability