Proposals & Business Development - Administration Coordinator

General Description of Role and Responsibilities:

• Proactively track expiration dates for all required certifications, including Local Content and Wafi, to prevent any lapses in compliance.
• Coordinate with relevant teams to gather necessary documentation and information for certificate renewals.
• Submit renewal applications on time and follow up to ensure certifications are processed promptly and accurately.
• Maintain an organized record of all certifications, ensuring accessibility for team members as needed.
• Manage and update client profiles and registrations across various portals to ensure full compliance with all regulatory and client requirements.
• Monitor registration requirements for any changes, notifying relevant teams of necessary adjustments.
• Collect and verify documentation required for client registrations and portal updates, working with internal teams to resolve discrepancies.
• Create and maintain a centralized database of registration and portal details, with easy access for BD and Operations teams.
• Regularly review notifications from client portals across the Kingdom to stay informed of updates, alerts, and deadlines.
• Filter and prioritize notifications to identify those requiring immediate action or escalations to the relevant team members.
• Communicate critical portal updates and notifications clearly to the BD and Operations teams.
• Set up automated reminders for recurring portal checks and deadlines.
• Assist the BD team in organizing and coordinating business development events, including scheduling, logistics, and onsite support.
• Handle event registration processes and liaise with venue providers and suppliers to confirm event details.
• Prepare and manage event materials, such as presentations, handouts, and attendee lists.
• Track and document event outcomes, collecting feedback to improve future event planning.
• Provide comprehensive administrative assistance to the BD and Operations teams as required, including scheduling meetings, managing calendars, and preparing documents.
• Serve as a point of contact for administrative inquiries and requests, ensuring prompt response and follow-up.
• Manage internal databases, ensuring data accuracy and up-to-date records across all team files.
• Take on additional projects and responsibilities as needed to support the teams objectives, demonstrating flexibility and a proactive approach.

These responsibilities require a high degree of attention to detail, organizational skills, and the ability to prioritize tasks effectively. The successful candidate will play a key role in ensuring smooth and compliant operations across the BD and Operations functions.