Overview
Administrative Assistant Jobs in Jeddah, Makkah, Saudi Arabia at Rosenbauer Group
Title: Administrative Assistant
Company: Rosenbauer Group
Location: Jeddah, Makkah, Saudi Arabia
Company Description
Rosenbauer Group has been a global leader in fire and disaster control solutions for over 160 years. As a trusted partner to emergency services worldwide, we deliver innovative solutions ranging from fire protection systems and specialized vehicles to digital applications and equipment. Committed to excellence and progress, Rosenbauer works closely with clients to provide customized solutions tailored to critical moments. Our dedication to innovation and collaboration ensures our customers are optimally equipped for any challenge.
Job Purpose
To provide comprehensive administrative and operational support to the vehicle maintenance workshop by managing documentation, coordinating schedules, controlling vehicle movements, maintaining accurate records, and ensuring smooth communication between technicians, security, suppliers, and management.
Key Responsibilities & Tasks
1. Administrative & Clerical Support
- Prepare, organize, and maintain workshop documentation including job cards, work orders, service reports, invoices, and correspondence
- Enter, update, and maintain vehicle maintenance records in the maintenance management system
- File and archive physical and electronic records accurately and systematically
2. Workshop Operations Support
- Coordinate maintenance schedules, service appointments, and vehicle availability
- Follow up on pending, delayed, or completed maintenance jobs
- Assist workshop supervisors with daily, weekly, and monthly operational reports
3. Gate Pass Issuance & Monitoring
- Issue and monitor gate passes, site passes, or movement permits for technicians and materials dispatched to customer sites
- Maintain accurate logs for all gate passes, including dates, times, destinations, and return confirmation
- Monitor pending, expired, or outstanding gate passes and follow up accordingly
6. Spare Parts & Inventory Support
- Assist in monitoring spare parts and consumables usage
- Maintain logs for spare parts issued, returned, or transferred
- Prepare purchase requests and follow up with suppliers
- Support periodic stock counts and inventory audits
7. Financial & Reporting Tasks
- Assist in preparing quotations, invoices, and cost summaries
- Record service costs, labor charges, and parts consumption
- Generate maintenance cost, downtime, and performance reports
8. Compliance, Safety & Documentation
- Ensure vehicle maintenance records meet company and regulatory requirements
- Maintain documentation related to inspections, warranties, insurance, and certifications
- Support health, safety, and environmental (HSE) documentation and audit requirements
9. General Office Duties
- Schedule meetings and training sessions.
- Perform additional administrative duties as assigned by workshop management
Qualifications
- Minimum 2 years in automotives maintenance field.
- Technical experience in automotives field is plus.
- Bachelor’s degree in business administration or equivalent.
- Bachelor or diploma in technical
- Strong organizational and multitasking abilities
