Project Admin Assistant

Ghobashgroup; Abu Dhabi; On-site; AED 90,000 - 180,000; Full time

Job summary

Ghobashgroup is seeking a Site Administration professional to manage records, reports, mobilization, and site coordination in Abu Dhabi. You will support onboarding, document control, and cross-functional liaison to HR, Payroll, Procurement, and Finance as part of site operations.

The ideal candidate holds a Diploma or Bachelor's in Business Administration or related field, with 2–5 years of admin experience, preferably in Oil & Gas, EPC, Construction, or industrial projects.

Qualifications

• Diploma or Bachelor's Degree in Business Administration, Commerce, or related field.
• 2–5 years of administrative experience, preferably in Oil & Gas, EPC, Construction, or Industrial projects.
• Familiarity with site administration procedures and manpower management.
• Strong MS Office skills (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; ability to manage multiple priorities and deadlines.

Responsibilities

• 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.

Skills

Coordination

Communication

Multitasking

Report writing

Organization

Analytical skills

Education

Diploma or Bachelor's Degree in Business Administration, Commerce, or related field

Tools

MS Office

MS Project

Primavera P6

Job description

Responsibilities

• 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.

Qualifications

• 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.