Office & Operations Coordinator (Riyadh, KSA)

Riyadh, Ar Riyāḑ, Saudi Arabia 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... follow up with HR... Finance... legal advisers... government-relations provider.
• Procurement & Finance Administration:
• Obtain quotations... prepare purchase-support documents... track approvals.
• Confirm invoices/expense submissions have required supporting documents/evidence of receipt; route through approved Finance process.
• Maintain office-spend tracker; follow up on deliveries without unauthorized commitments; no accounting approval or payment authorization provided by role.
• Executive & Team Coordination:
• Coordinate selected meetings... leadership visits... travel... working sessions.
• Prepare agendas... capture actions... maintain owner-and-deadline logs... produce concise updates... support occasional company events/initiatives in Saudi Arabia.
• Document Control & Reporting:
• Maintain accurate access-controlled trackers/repositories for vendors/employees/renewals/procurement/open actions.
• Provide concise weekly status of deadlines/blockers/overdue items/required decisions.
• Authority & Escalation:
• Prepare documentation within approved authority; escalate legal/tax/accounting/payroll/employment-law/regulatory/unbudgeted-spend decisions.
• Government-platform transactions completed only under documented delegation after approval from accountable functional owner; follow approved delegation/confidentiality/credential controls for platform access.
• Scope Boundaries:
• Coordinate/administer approved processes without assuming specialist functional accountability.
• Role does not approve payments/sign contracts/calculate payroll/prepare tax returns/determine HR policy/make employee-relations/legal/accounting/regulatory decisions.

Qualifications & Experience:

• 3-5 years relevant experience in office administration/operations coordination/employee services/executive support or comparable role in Saudi Arabia.
• Diploma or bachelor's degree in business administration/operations/human resources/finance or related discipline or equivalent practical experience.
• Fluent Arabic + strong business English written/spoken.
• Strong working knowledge Microsoft 365: Outlook/Teams/Word/Excel/PowerPoint.
• Demonstrated ability to build/maintain accurate trackers/org documents/monitor deadlines/follow-up actions closely.
• Professional judgement/discretion handling employee/vendor/company-confidential info.
• Ability to work with limited supervision/manage changing priorities/escalate issues clearly early.
• Experience multinational technology/professional-services/scaling business preferred.
• Exposure Saudi government platforms/employee onboarding/medical insurance/visa or iqama admin/vendor sourcing/invoice support preferred.
• Riyadh-based or able to work regularly from Riyadh office.

What We Offer

• Be part of passionate committed team dedicated to building world-class product
• Dedicated time for training + education opportunities
• Mentorship model: mentor + team support development
• Competitive salary + annual bonus
• Onsite position: Sunday-Friday 8:00 AM to 6:00 PM local time; schedule subject to operational changes
• Paid time off: starts at 20 days + increases after years of service + public holidays + birthday day off + volunteer day off
• Paid monthly internet cost + lunch + wellbeing stipend provided
• Reimbursement hardware costs associated with role

Please note background security checks conducted for everyone joining team. > AI-assisted screening may be used during application review process.