Administrative Assistant

We are seeking a highly organised and professional person to manage and administer our local office. This is a wide ranging and varied role that will entail providing general administrative support to our team, maintaining accurate and organised files and records, organising events and general correspondence.

• Key Responsibilities:
• Coordinate with the project team to collect, review, and distribute documentation, ensuring compliance with company standards and project requirements.
• Ensure all documents are filed and updated regularly within the document management system, both electronically and physically.
• Monitor and track document-related deadlines, ensuring documents are reviewed and approved within project timelines.
• Prepare and maintain project-specific document registers and transmittals.
• Supervise and support the team to ensure the efficient operation of the office and smooth day-to-day administrative tasks.
• Maintain accurate records of office expenses, project-related invoices, and general administrative costs, assisting in budget preparation and financial reporting.
• Coordinate travel and accommodation arrangements for site-based teams, senior management, and project personnel.
• Ensure the office environment remains organized, ensuring proper inventory of office supplies and equipment, as well as coordinating procurement activities as necessary.

• Key Responsibilities:
• Assist in tracking project milestones, ensuring timely submission of required documentation to stakeholders and regulatory bodies.
• Assist with preparing, organizing, and maintaining all necessary documentation for project audits and client inspections.
• Liaising with Government Authorities, coordinate and track the issuance of project-related approvals, permits, and certifications.
• Provide administrative support for project meetings, including preparing agendas, taking minutes, and tracking action items.
• Work closely with project managers, engineers, and other team members to ensure that all documents and contracts are available, up to date, and compliant with both client and regulatory standards.
• Support the HR team with onboarding procedures, managing employee records, and coordinating office staff schedules and holidays.
• Prepare and maintain general office reports, project status updates, and internal documentation as required.
• Handle the scheduling of project meetings, site visits, and team conferences, ensuring all logistics are planned and executed effectively.
• Coordinate internal and external communication for project and administrative needs, including liaising with clients, subcontractors, suppliers, and other stakeholders.

• Key Responsibilities:
• Coordinate and ensure compliance with all regulatory documentation requirements for construction projects.
• Manage the receipt, distribution, and filing of incoming and outgoing documents (RFIs, submittals, drawings, etc.) related to each project.
• Maintain project records and ensure the appropriate revision control and version tracking for all technical and contractual documents.
• Develop and implement document management procedures to ensure all project documentation, including drawings, contracts, change orders, reports, and correspondence, are correctly classified, archived, and readily accessible.

• Key Requirements:
• Fluent English and Arabic, written and oral.
• Excellent communication and interpersonal skills.
• Confident, pro-active and self-motivated with a positive attitude and desire to deliver high quality results.
• Highly organised, with a meticulous attention to detail and proven administration experience.
• Work well and accurately under pressure to meet deadlines.
• Ability to multitask and know how to prioritise daily activities, while following established procedures.
• Capable of working on own initiative and able to make decisions.
• Comfortable with using IT communication and file sharing systems such as Word, Excel, PowerPoint, Teams, SharePoint, ShareFile, etc.