Administration Manager, Makkah, KSA

This job is OPEN to APPLY for ALL Nationalities, unless otherwise specified.

Job Description

We're looking for an exceptionally experienced and strategic Administration Manager to join our leadership team in Makkah, Saudi Arabia. In this senior role, you will drive organizational excellence by overseeing comprehensive administrative operations and establishing best practices across all administrative functions. You'll provide strategic operational leadership, mentor high-performing teams, and partner with senior executives to optimize organizational efficiency and support business growth. The ideal candidate is a visionary leader with a proven track record of transforming operations, fostering collaborative cultures, and delivering measurable results in complex, multinational environments.

Strategic Office Operations & Administration

Direct and optimize day-to-day office operations to establish a productive, professional, and fully compliant work environment aligned with organizational standards

Develop and implement strategic office management policies, procedures, and systems that enhance operational efficiency and scalability

Manage office resources, equipment procurement, and vendor relationships with fiscal responsibility and strategic negotiation

Ensure comprehensive compliance with health, safety, security, and Saudi Arabian labor regulations while staying current with regulatory changes

Lead facilities management coordination to ensure optimal office infrastructure, technology integration, and workplace functionality

Supervise and mentor reception and administrative support personnel, fostering professional development and accountability

Orchestrate office events, team activities, and organizational initiatives that strengthen company culture and engagement

Executive Administration & Strategic Support

Provide strategic-level administrative support to C-suite and senior leadership, managing complex projects and executive priorities with precision

Manage executive schedules and coordinate high-level meetings with diplomatic professionalism and strategic foresight

Develop comprehensive management reports, dashboards, and analytics that inform strategic decision-making and organizational planning

Lead planning initiatives and facilitate cross-functional strategy sessions to drive organizational objectives and action items

Oversee contract management, legal documentation, and organizational records with meticulous attention to compliance and confidentiality

Conduct advanced process analysis and implement transformational improvements that drive operational efficiency and cost optimization

Leadership, Team Development & Organizational Culture

Lead, develop, and mentor administrative and support teams with a strategic focus on talent development, performance excellence, and succession planning

Conduct performance evaluations, provide constructive feedback, and create professional development pathways for team members

Serve as a trusted advisor to leadership and departments on operational strategy, resource optimization, and organizational best practices

Support organizational onboarding initiatives and ensure seamless integration of new hires into company culture and operations

Foster an inclusive, collaborative team environment that promotes accountability, innovation, and continuous improvement

Strategic Communications & Records Management

Develop and distribute strategic internal communications that align with organizational messaging and foster transparency

Establish and maintain comprehensive records management systems—both digital and physical—that ensure accessibility, security, and compliance

Partner with HR on advanced onboarding documentation, compliance frameworks, and organizational policy implementation

Safeguard sensitive organizational information and maintain the highest standards of confidentiality and professional discretion

Strategic Leadership & Organizational Transformation

Identify, evaluate, and lead the implementation of strategic process improvements and operational innovations that enhance organizational effectiveness

Partner with senior leadership and cross-functional departments on transformational initiatives, organizational restructuring, and strategic projects

Represent the organization with executive-level professionalism when engaging with external stakeholders, vendors, and regulatory bodies

Apply advanced analytical and strategic thinking to solve complex operational challenges and drive data-informed organizational decisions

Champion organizational change management and lead teams through transitions with resilience, clarity, and strategic vision

Qualifications

Minimum Requirements:

Post-secondary education in Business Administration, Office Management, or a related field, plus 8-10 years of professional experience in office administration and operations management

Minimum 5 years of progressive experience in a supervisory or management role, with demonstrated leadership of administrative teams

Advanced knowledge of office procedures, budgeting, vendor management, and operational cost control

Excellent organizational, multitasking, and strategic problem-solving skills with proven ability to manage complex initiatives

Strong written and verbal communication abilities in English with executive-level presentation skills

Advanced proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint) with expertise in document formatting and data analysis

Demonstrated proficiency in office management software, systems, and enterprise tools

Comprehensive knowledge of local Saudi Arabian labor laws, regulatory compliance requirements, and best practices

Proven ability to supervise, train, mentor, and develop high-performing administrative teams

Strategic mindset with experience identifying and implementing process improvements and operational efficiencies

Preferred Qualifications:

10+ years of professional experience in office administration, operations management, or related field with at least 5-7 years in a senior management or leadership role

Advanced expertise in MS Word for complex document formatting, template customization, and technical documentation

Proven experience with Salesforce, business intelligence tools, or advanced reporting and analytics platforms

Extensive experience in facilities management coordination and vendor relationship optimization

Demonstrated expertise in event coordination, planning, and execution at organizational level

Advanced HR onboarding support, records management, and compliance documentation expertise

Exceptional leadership and strategic team management skills with a collaborative, inclusive approach

Track record of maintaining confidentiality and demonstrating unwavering professionalism in sensitive situations

Exceptional attention to detail with a demonstrated commitment to accuracy and quality assurance

Proven ability to work independently, prioritize competing demands, and successfully manage multiple complex projects simultaneously

Outstanding interpersonal skills with a customer-service mindset and stakeholder management experience

Demonstrated adaptability and resilience in managing dynamic, fast-paced workplace environments

Strategic analytical mindset with a proven track record of identifying operational challenges and implementing data-driven solutions

Innovative and flexible approach to problem-solving with experience driving organizational change

Experience working in multinational or international organizations, preferably in the Middle East region

DETAILS TO REGISTER FOR THIS JOB:

Send your updated ATS-compliant CV:

https://aecom.jobs/makkah-sau/administration-manager/B9379245A7074848B2B6D5D4D98BC1C9/job/?vs=1606&utm_source=LinkedIn.com-DE&utm_medium=Social+Media&utm_campaign=LinkedIn.com


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We support the Far-Sighted, Growth-Oriented Vision announced by the UAE, Saudi Arabia, Qatar, Oman, Kuwait and Bahrain.


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