Overview
Administrative Coordinator / Executive Assistant Jobs in Jeddah, Makkah, Saudi Arabia at Rumman Company
Title: Administrative Coordinator / Executive Assistant
Company: Rumman Company
Location: Jeddah, Makkah, Saudi Arabia
Rumman Company is an innovative media and publishing house based in Saudi Arabia. As a holding firm, Rumman oversees dynamic ventures in new media publishing and content production. We are proud owners of well-established brands such as Destination KSA and Lub Creative, driving forward cultural storytelling and digital engagement across the Kingdom.
We are seeking a highly organized and proactive Administrative Coordinator / Executive Assistant to support our company’s growth by managing vendor registrations, documentation handling, internal coordination, and opportunity scouting.
In this role, you will be the go-to person for ensuring Rumman Company is properly registered across all relevant platforms—government portals, corporate procurement systems, and client directories—helping us unlock new business opportunities and maintain operational compliance.
This is a critical position within our lean, fast-moving team and ideal for someone who thrives on structure, detail, and professional communication.
Key ResponsibilitiesVendor Registration & Documentation
Research and identify relevant vendor registration platforms (e.g., Etimad, Monsha’at, Qiwa, Nafath, and client-specific procurement portals).
Prepare, complete, and submit all vendor registration applications and supporting documents.
Track registration statuses, renewal timelines, and compliance requirements to avoid any lapses.
Maintain a centralized, secure record of portal logins, submitted applications, and follow-up actions.
Coordinate with procurement departments of client companies to ensure proper registration and activation.
Organize and maintain company documents.
Internal Coordination & Administrative Support
Liaise with finance, HR, and business development departments to compile necessary documentation.
Monitor and remind internal teams of renewal deadlines, expiring registrations, and pending compliance.
Schedule meetings and follow-ups related to vendor registration or documentation submission.
Create and share status reports summarizing ongoing registrations and documentation needs.
Communication & Follow-Up
Professionally represent the company in communications with external parties including government entities and procurement officers.
Proactively follow up on pending applications and requests for additional information.
Keep internal stakeholders regularly updated on progress, obstacles, and upcoming requirements.
Tender & Opportunity Scouting
Periodically monitor and scan government and corporate procurement portals for new tenders, RFQs, and business opportunities.
Summarize and report relevant opportunities to management for consideration and follow-up.
Coordinate with the business development team to assess eligibility and prepare necessary prequalification documents.
