Office & Operations Coordinator (Riyadh, KSA)
- Riyadh, Saudi Arabia
Posted 5 days ago
About the role
FileCloud is looking for a full-time, office-based Office & Operations Coordinator in Riyadh, Saudi Arabia, with 3–5 years of experience to manage day-to-day office execution, facility logistics, vendor follow-ups, procurement administration, document control, and renewal tracking. Reporting locally to the Managing Director while collaborating with the global team, in this position you will conduct routine administrative tracking, document preparation, and cross-functional coordination across HR, Finance, and IT while functional leaders maintain technical oversight.
About the Product & Company:
FileCloud is a hyper-secure EFSS (Enterprise File Sync and Share) platform that provides industry leading compliance, data governance, data leak protection, data retention and digital rights management capabilities. FileCloud is a leader in content governance and collaboration for unstructured data, trusted and used worldwide across Global 1000 enterprises, educational institutions, government organizations, and service providers. In addition to its enterprise file sharing solution, FileCloud’s product portfolio also includes Signority (acquired in May 2024), a Canadian-based e-signature and document workflow platform. We are currently expanding our team as we grow and improve FileCloud.
Key Duties & Responsibilities:
- Office Operations & Facilities:
- Maintain office readiness, including access, meeting rooms, supplies, visitors and basic facilities.
- Coordinate the serviced-office provider and local vendors, practical employee and leadership-visit logistics, and current vendor and service records.
- Employee & Recruitment Coordination:
- Coordinate interview schedules and local recruitment logistics.
- Run the onboarding checklist and follow up on workspace, equipment, access, insurance, employment documents and iqama or visa administration through approved HR and government-relations processes.
- Compliance Administration & Renewal Tracking:
- Maintain the master renewal calendar with agreed 60-, 30- and 14-day alerts.
- Track document requests, prepare routine document packs, obtain signatures through approved processes and follow up with HR, Finance, legal advisers and the government-relations provider.
- Procurement & Finance Administration:
- Obtain quotations, prepare purchase-support documents and track approvals.
- Confirm that invoices and expense submissions contain the required supporting documents and evidence of receipt, then route them through the approved Finance process.
- Maintain the office-spend tracker and follow up on deliveries without creating unauthorised commitments. The role does not provide accounting approval, determine accounting treatment or authorise payment.
- Executive & Team Coordination:
- Coordinate selected meetings, leadership visits, travel and working sessions.
- Prepare agendas, capture actions, maintain owner-and-deadline logs, produce concise updates and support occasional company events and initiatives in Saudi Arabia.
- Document Control & Reporting:
- Maintain accurate, access-controlled trackers and repositories for vendors, employees, renewals, procurement and open actions.
- Provide a concise weekly status of deadlines, blockers, overdue items and required decisions.
- Authority & Escalation:
- Prepare documentation within approved authority and escalate legal, tax, accounting, payroll, employment-law, regulatory and unbudgeted-spend decisions.
- Government-platform transactions may be completed only under documented delegation and after approval from the accountable functional owner. Follow approved delegation, confidentiality and credential controls for any platform access.
- Scope Boundaries:
- Coordinate and administer approved processes without assuming specialist functional accountability.
- The role does not approve payments, sign contracts, calculate payroll, prepare tax returns, determine HR policy or make employee-relations, legal, accounting or regulatory decisions.
Qualifications & Experience:
- 3-5 years of relevant experience in office administration, operations coordination, employee services, executive support or a comparable role in Saudi Arabia.
- A diploma or bachelor's degree in business administration, operations, human resources, finance or a related discipline, or equivalent practical experience.
- Fluent Arabic and strong business English, both written and spoken.
- Strong working knowledge of Microsoft 365, particularly Outlook, Teams, Word, Excel and PowerPoint.
- Demonstrated ability to build and maintain accurate trackers, organise documents, monitor deadlines and close follow-up actions.
- Professional judgement, discretion and comfort handling employee, vendor and company-confidential information.
- Ability to work with limited supervision, manage changing priorities and escalate issues clearly and early.
- Experience in a multinational, technology, professional-services or scaling business is preferred.
- Exposure to Saudi government platforms, employee onboarding, medical insurance, visa or iqama administration, vendor sourcing and invoice support is preferred.
- Riyadh-based or able to work regularly from the Riyadh office.
What We Offer
- Be part of a team of passionate, committed individuals dedicated to building a world-class product
- Dedicated time for training and education opportunities
- A mentorship model wherein your mentor and team support your development
- A competitive salary with an annual bonus
- This is an onsite position with working hours from Sunday through Thursday, 8:00 AM to 5:00 PM local time, with 4 days onsite and 1 day working remotely. Please note that schedule hours may be subject to operational changes.
- 20 days of paid time off, which increases by a further 2 days after 3 years of service and 3 days after 5 years of service (in addition to 10 public holidays in your country)
- Paid day off on your birthday or on an alternative day if your birthday falls outside a typical working day
- Paid day off to volunteer with the charity of your choice
- Paid monthly internet cost, as well as lunch and a wellbeing stipend provided
- Reimbursement of all hardware costs associated with the role
Please note that we conduct background security checks for everyone joining our team.
AI-assisted screening may be used during the application review process.