Administrative Assistant I - Short Term

WorleyParsons Arabia Limited Co; Abu Dhabi; On-site; AED 67,000 - 100,000; Full time

Job summary

WorleyParsons Arabia Limited Co is seeking a Project Admin Assistant to deliver administrative coordination and reporting support for the PMC Core Team and Project Management Team. You will maintain trackers, generate dashboards, prepare management information, and ensure timely follow-up with stakeholders.

The role requires strong organization, detail orientation and the ability to manage multiple priorities in a fast-paced EPC/PMC environment in Abu Dhabi, UAE.

Qualifications

• Diploma or Bachelor's in Business Admin, Engineering, Project Management or related discipline.
• 2+ years of experience in project administration or coordination.
• Experience in UAE oil & gas or ADNOC-related projects is a plus.

Responsibilities

• Provide day-to-day administrative coordination and reporting support to the PMC Core Team and PMT.
• Maintain project trackers, registers, logs and other project administration records.
• Prepare presentations, reports and management information.
• Coordinate meetings, agendas, MOM and action tracking.
• Support manpower loading, mobilization and resource movements.
• Assist in invoicing, forecasting and management reviews.

Skills

Organizational skills

Attention to detail

Communication skills

Multitasking

Deadline-driven

English proficiency

Education

Bachelor's degree in Business Administration or related

Tools

MS Excel

Word

PowerPoint

Outlook

Teams

SharePoint

Power BI

Aconex/EDMS

Job description

Position Purpose

The Project Admin Assistant will provide administrative coordination and reporting support to the PMC Core Team and Project Management Team to ensure smooth day-to-day project operations The role will support the team in maintaining accurate project information coordinating meetings and actions tracking manpower and project activities preparing reports and dashboards and ensuring timely follow-up with relevant stakeholders The position requires a highly organized proactive and detail-oriented individual who can manage multiple priorities and work effectively in a fast-paced PMC environment

Key Responsibilities

• Project Administration amp CoordinationProvide day-to-day administrative and coordination support to the PMC Project Management Core Team Maintain project trackers registers logs and other project administration records Coordinate and follow up on routine project activities and outstanding actions Support the PM Project Management Team with preparation of presentations reports and management information Maintain organized electronic and physical project files and records Ensure project information is readily available and accurately maintained
• Meetings amp Action TrackingCoordinate project meetings workshops and internal management meetings Prepare meeting agendas and required supporting information Record and issue Minutes of Meeting MOM and maintain action trackers Follow up with responsible personnel on outstanding actions and provide status updates Maintain a consolidated list of key actions decisions deliverables and deadlines
• Reporting amp DashboardsCollect and consolidate information from various project disciplines and functions Support preparation of weekly and monthly project reports Maintain project dashboards covering key areas such as manpower progress actions risks deliverables and key performance indicators Ensure reports and dashboards are updated accurately and within agreed timelines Support preparation of management presentations and ad-hoc reports as required
• Manpower amp Resource AdministrationMaintain updated manpower resource trackers for the PMC team Support tracking of mobilization demobilization transfers leave and other personnel movements Coordinate with HR TA Mobility and project teams on personnel-related requirements Maintain manpower loading and forecast information Support monitoring of planned versus actual resources and highlight discrepancies to the Project Management Team
• Timesheet amp AttendanceSupportSupport timely collection and checking of timesheets attendance information Follow up with personnel and discipline leads for missing or incorrect submissions Maintain appropriate records and trackers Coordinate with relevant functions to ensure timely submission and closure of outstanding timesheet issues
• Project Controls amp Commercial SupportSupport the PM Project Controls team with collection and consolidation of project data Assist with tracking of project manhours resources and key deliverables Support preparation of information required for invoicing forecasting and management reviews Maintain trackers for scope changes additional requirements and other project-related commercial information as required
• Document amp Information ManagementMaintain structured project folders and filing systems in accordance with company and project requirements Support document distribution filing and retrieval Ensure key project correspondence reports presentations and records are properly maintained
• Stakeholder CoordinationCoordinate with external client nbsp internal Worley functions project disciplines and support teams Support communication and information flow between the PMC Core Team project teams and relevant stakeholders Follow up on routine requests and ensure timely closure Escalate delays missing information or issues requiring management attention
• General Core Team SupportSupport the Project Manager and PMC leadership team with ad-hoc assignments and management requests Assist in preparing business management presentations charts and summaries Support coordination of project events workshops and team activities Assist in maintaining key contact lists organizational charts and project information Maintain confidentiality of project and personnel information at all times nbsp

Qualifications & Experience

Diploma or Bachelor's degree in Business Administration, Engineering, Project Management or a related discipline.2+ years of experience in project administration, project coordination or similar roles, preferably within an EPC, PMC, engineering consultancy or oil & gas environment.Experience supporting multidisciplinary project teams is preferred.Previous experience in the UAE/Oil & gas industry, particularly with ADNOC-related projects, would be an advantage

Required Skills

Strong organizational and coordination skills.Excellent attention to detail and accuracy.Good communication and interpersonal skills.Ability to manage multiple priorities and work to deadlines.Strong follow-up and task management capability.Good command of written and spoken English.Good knowledge of MS Excel, Word, PowerPoint, Outlook and Teams.Experience with SharePoint, Power BI, Aconex/EDMS or similar systems is an advantage.Ability to prepare professional reports, presentations and management dashboards.Proactive approach with the ability to work independently with limited supervision.