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. 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. 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. Emirates Electrical & Instrumentation Company LLC is a proud member of the Ghobash Group. For almost 20 years, we have made vital contributions to the Oil & Gas sector of the UAE, executing both onshore and offshore projects. Abu Dhabi National Oil Company (ADNOC) is one of our main clients along with Tier 1 and Tier 2 EPC contractors in this sector. We have the expertise to carry out full EPC&M services for electrical and instrumentation works and bring our intrinsic knowledge to measure and automate exploration, production, separation, refining processes, and distribution through our localized services.