Job Summary
We are seeking a highly organized and proactive Secretary with experience in the Oil & Gas, Engineering Services, or Industrial Solutions sector. The ideal candidate will provide comprehensive administrative and secretarial support to management, coordinate office operations, manage project-related documentation, and facilitate communication with clients, vendors, and internal stakeholders.
Key Responsibilities
Administrative & Secretarial Support
- Manage calendars, appointments, meetings, and travel arrangements for management.
- Prepare correspondence, reports, presentations, and meeting minutes.
- Screen and prioritize incoming emails, calls, and documents.
- Maintain confidential records and company files.
Document Control & Project Coordination
- Organize, maintain, and track project documentation and contracts.
- Ensure proper filing and version control of technical and commercial documents.
- Coordinate document submissions to clients and consultants.
- Monitor deadlines and follow up with relevant departments on pending documents.
Tender & Proposal Support
- Assist in the preparation and submission of tenders, proposals, and prequalification documents.
- Compile company profiles, certifications, and supporting documentation required for bids.
- Coordinate with various departments to gather information for submissions.
Client & Vendor Coordination
- Act as a point of contact for clients, suppliers, and external stakeholders.
- Schedule meetings and coordinate communications between departments and customers.
- Follow up on quotations, purchase orders, contracts, and approvals.
Office Administration
- Manage office supplies, records, and administrative processes.
- Coordinate visa, travel, accommodation, and logistical arrangements when required.
- Support HR and finance teams with administrative documentation.
Compliance & Reporting
- Maintain company licenses, registrations, certifications, and other corporate documents.
- Ensure documentation complies with company and client requirements.
- Generate periodic administrative and management reports.
Key Skills
- Advanced Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Document Management and Record Keeping
- Meeting Coordination and Minute Taking
- Business Correspondence Writing
- Tender and Proposal Documentation
- Calendar and Travel Management
- Data Entry and Reporting
- Stakeholder Communication
- Administrative Coordination
- Time Management and Multitasking
Core Competencies
- Excellent Communication Skills
- High Attention to Detail
- Organizational Skills
- Confidentiality and Professionalism
- Problem-Solving Ability
- Initiative and Proactiveness
- Interpersonal Skills
- Ability to Work Under Pressure
- Deadline Management
- Team Collaboration
Preferred Qualifications
- Bachelor's Degree or Diploma in Business Administration, Management, or a related field.
- Minimum 3-5 years of experience as a Secretary, Executive Assistant, or Administrative Coordinator.
- Prior experience in Oil & Gas, Engineering, Industrial Services, EPC, or Technical Solutions companies.
- Familiarity with tendering processes and project documentation is preferred.
- Strong English communication skills; Arabic is an advantage.
Preferred Industry Exposure
Candidates with experience supporting departments such as:
- Oil & Gas Services
- EPC Contractors
- Industrial Solutions Providers
- Maintenance & Technical Services
- Engineering Consultancy
- Energy Sector Companies
