Provide administrative, personnel coordination, document control, and executive support to the Head of Construction & Projects and the Engineering & Construction team. Support efficient department operations, workforce mobilization, personnel administration, travel coordination, and document management while ensuring effective communication with internal and external stakeholders.
Key Responsibilities
Executive Support
- Adhere to company HSE requirements, policies, procedures, and industry best practices.
- Maintain confidentiality of business and personnel information.
- Manage calendars, meetings, correspondence, travel arrangements, and executive logistics.
- Coordinate schedules and facilitate communication between management and stakeholders.
- Prepare reports, presentations, and other administrative documents.
Personnel Administration & Coordination
- Coordinate travel arrangements, accommodation, transportation, and related logistics.
- Provide general administrative support including document preparation, filing, record management, and spreadsheet maintenance.
- Organize meetings, events, and departmental communications.
- Maintain employee leave, attendance, personnel databases, and workforce records.
- Support onboarding and offboarding activities, including inductions, training, PPE, IT access, and equipment requests.
- Process employee expense claims.
- Coordinate contractor resource assignments to meet workforce planning requirements.
- Verify personnel certifications, qualifications, and mandatory training compliance.
- Support personnel mobilization and deployment across multiple work locations.
- Arrange operational training and associated travel logistics.
- Coordinate workspace allocation and general facilities support.
Communications & Document Management
- Support departmental communications and intranet updates.
- Maintain, distribute, and track technical and administrative documents.
- Ensure accurate and timely document registration within document management systems.
- Monitor document workflows and follow up on overdue actions.
- Maintain document registers and records in line with company procedures.
Working Environment
- Engineering & Construction project environment.
- Frequent interaction with employees, contractors, and external stakeholders.
- Primarily office-based with occasional site visits and travel.
- Standard business hours with flexibility to support operational needs.
Qualifications & Experience
Education
- Diploma, Higher Certificate, or equivalent qualification.
Experience
- Minimum 10 years of administrative or support experience.
- Minimum 5 years supporting engineering, construction, operations, or large-scale project environments.
Skills & Competencies
- Strong administrative, coordination, and organizational skills.
- Experience with document control and information management systems.
- Fluent in English, with excellent verbal and written communication skills.
- Strong interpersonal and stakeholder management abilities.
- Able to manage multiple priorities and work effectively under pressure.
- Strong time-management and problem-solving skills.
- Self-motivated, adaptable, and a collaborative team player.
- Proficient in Microsoft Office and other business productivity tools.
- Quick learner with the ability to adapt to new systems and technologies.
Interested candidates are encouraged to send their CV to
[Confidential Information] to apply or learn more.
Referrals are welcome too—feel free to share this opportunity with qualified professionals in your network.
