Project Admin Assistant

Job Description

• Maintain and update site personnel records, attendance, timesheets, and leave records.
• Prepare daily, weekly, and monthly administrative reports.
• Coordinate mobilization and demobilization of employees to and from project sites.
• Manage site correspondence, emails, letters, and document filing systems.
• Assist in processing gate passes, work permits, and site access documentation.
• Maintain records of manpower deployment and accommodation arrangements.
• Coordinate transportation and logistics requirements for site personnel.
• Monitor office supplies, stationery, and site administrative inventory.
• Support onboarding and induction activities for new employees.
• Liaise with HR, Payroll, Procurement, and Finance departments regarding site requirements.
• Maintain records of company assets assigned to site personnel.
• Assist project management in preparing client-required documentation.
• Ensure compliance with company policies, client requirements, and HSE procedures.
• Organize meetings, prepare minutes of meetings, and follow up on action items.
• Handle telephone calls, visitor coordination, and general office administration duties.

Qualifications

• Diploma or Bachelor's Degree in Business Administration, Commerce, or related field.
• Minimum 2–5 years of administrative experience, preferably in Oil & Gas, EPC, Construction, or Industrial projects.
• Familiarity with site administration procedures and manpower management.
• Good knowledge of MS Office (Word, Excel, PowerPoint, Outlook).
• Experience in handling timesheets, employee records, and document control activities.
• Knowledge of UAE labor and site documentation requirements is an advantage.

Additional Information

• Strong coordination and communication skills.
• Excellent report preparation and documentation abilities.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Working knowledge of project management tools such as Primavera P6 or MS Project.
• Ability to manage multiple priorities and meet deadlines.
• Strong analytical and organizational skills.