Administrative Assistant

Overview:Founded in 1990 as Fawaz Alhokair Fashion Retail Co., Cenomi Retail has introduced more than 80 international retail and F&B brands to the Kingdom of Saudi Arabia. These include some of the world’s most loved including Zara, Mango, Aldo, Cinnabon, Subway and more. Cenomi Retail operates more than 1,600 stores across 100 shopping centers in 11 countries. We are dedicated to growth and breaking down boundaries to offer a truly unique brand partnership proposition.Position - Admin Assistant - ITReporting To - IT DirectorOverview:The Administrative Assistant – IT provides administrative, procurement, vendor management, and coordination support to the Information Technology department. The role is responsible for managing IT procurement processes, vendor communications, contract administration, invoice processing, documentation, reporting, and ensuring smooth coordination between IT, Procurement, Finance, Treasury, Legal, and external vendors. The position plays a critical role in maintaining operational efficiency, compliance, and accurate record management across all IT-related administrative activities.Key ResponsibilitiesProcurement & Purchase Requisition ManagementCreate and maintain Purchase Requisitions (PRs) for IT-related purchases and services.Prepare and organize procurement documentation and supporting records.Follow up on approvals with Procurement, Finance, and relevant stakeholders.Coordinate Purchase Order (PO) issuance and vendor confirmations.Track procurement requests and ensure timely completion.Vendor Management & CoordinationAct as the primary point of contact for IT vendors and service providers.Maintain effective communication with vendors regarding orders, payments, contracts, and service delivery.Resolve vendor-related issues and coordinate dispute resolutions when required.Conduct vendor statement reconciliations and ensure account accuracy.Maintain updated vendor databases and records.Invoice & Payment ProcessingVerify invoices against approved purchase orders and contract terms.Coordinate invoice recording with Finance departments.Prepare Payment Processing Requests (PPRs) and follow up on payments.Monitor outstanding payments and ensure timely settlement of vendor invoices.Contract AdministrationMaintain IT contracts, licenses, subscriptions, and service agreements.Monitor contract expiry dates and coordinate renewals.Maintain contract documentation and compliance records.Assist in contract negotiations and renewal processes when required.Documentation & ComplianceOrganize and maintain IT administrative records and documentation.Ensure all procurement and vendor records are accurate and audit-ready.Support internal and external audits by providing required documentation.Track compliance requirements related to vendors, contracts, and procurement activities.Reporting & Administrative SupportPrepare periodic reports on procurement activities, vendor performance, contracts, and expenses.Maintain dashboards and trackers for IT administrative activities.Support the IT management team with scheduling, correspondence, meeting coordination, and reporting requirements.Perform other administrative duties as assigned.ExperienceMinimum 3–5 years of experience in administrative support, procurement coordination, vendor management, or IT administration.Experience working with Procurement, Finance, and Vendor Management processes is mandatory.Mandatory RequirementsStrong experience in PR creation and procurement documentation.Experience in coordinating approvals with Procurement, Finance, Treasury, and stakeholders.Knowledge of PO, GRN, invoice verification, and payment processing procedures.Experience in vendor statement reconciliation and dispute resolution.Strong vendor communication and coordination skills.Experience in contract administration, renewals, and documentation management.Ability to support management reporting and audit activities.Experience handling a high volume of procurement and vendor management transactions.