Business Administrator

Airswift; Madrid; On-site; EUR 39,000 - 58,000; Full time

Job summary

Airswift is seeking a Business Administrator in Madrid to manage project documentation control across oil and gas and infrastructure initiatives. You will ensure document accuracy, version control, and governance within a PMC/PMT environment, supporting engineering, construction, commissioning, and handover activities.

The role requires extensive EDMS experience (Aconex/SharePoint/Pims/Documentum), strong office skills, and the ability to coordinate with PMs, engineers, and contractors.

Qualifications

• Diploma in a relevant discipline.
• Minimum 7 years of experience across EPC project phases including FEED, detailed engineering, procurement, construction, commissioning, and start-up.
• Minimum 5 years of experience in the oil and gas industry.
• Proven experience in document control within engineering, construction, oil and gas, or infrastructure project environments.
• Previous experience in a senior or supervisory document control capacity.
• Experience supporting construction, commissioning, project handover, and close-out activities.

Responsibilities

• Maintain document accuracy and version control across projects.
• Support document review and approval cycles with project managers and engineers.
• Supervise and mentor junior document controllers and administrative staff.
• Ensure compliance with quality standards, regulatory requirements, and project governance.
• Coordinate with project managers, engineers, contractors, and stakeholders to ensure timely document reviews.

Skills

EDMS platforms (Aconex/SharePoint/Pims

Document control

Data integrity & security

Stakeholder coordination

Excel

Outlook

Reporting & logs

Education

Diploma in a relevant discipline

Tools

Aconex

SharePoint

Pims

Documentum

SAP

Excel

Word

Outlook

Job description

Business Administrator

Duration: 8 months | Schedule: Monday – Friday | 40 hours per week | Location: Madrid, Spain.

This opportunity focuses on project documentation control within a project management consultancy environment supporting engineering, construction, commissioning, and handover activities. The role plays a key part in maintaining document accuracy, compliance, version control, and transparency across complex oil and gas and industrial projects. This position will suit candidates with strong experience in EDMS platforms, document management workflows, and technical documentation governance.

Required Education

• Diploma in a relevant discipline.

Required Experience

• Minimum 7 years of experience across EPC project phases including FEED, detailed engineering, procurement, construction, commissioning, and start-up.
• Minimum 5 years of experience in the oil and gas industry.
• Minimum 3 years of experience in a related designation or specialty.
• Proven experience in document control within engineering, construction, oil and gas, or infrastructure project environments.
• Previous experience in a senior or supervisory document control capacity.
• Experience supporting construction, commissioning, project handover, and close-out activities.

Required Skills

• Expert knowledge of electronic Document Management Systems including Aconex, SharePoint, Pims, or Documentum.
• Strong capability in document control procedures, workflows, document flow management, tracking, archiving, and version control.
• Knowledge of quality standards, regulatory requirements, and project documentation compliance.
• Ability to manage data integrity, document security, access rights, and records control.
• Experience coordinating with project managers, engineers, contractors and other stakeholders to support document review and approval cycles.
• Ability to conduct audits and quality checks of document management systems and records.
• Proficiency in Microsoft Office Suite, especially Excel, Word and Outlook.
• Strong reporting capability, including registers, logs and management reporting.
• Strong organisational skills, attention to detail, communication skills and interpersonal skills in a demanding team environment.
• Ability to supervise and mentor junior document controllers and administrative staff.

Preferred Qualifications

• Prior experience working within a PMC, PMT, owner’s team, or client-side organisation.
• Experience applying Saudi Aramco standards, including desktop standards, engineering procedures, material specifications, and standard drawings.
• Prior experience with major Middle East projects.
• Experience in major oil and gas projects, particularly upstream developments.
• Experience in gas production or gas processing facilities.
• Experience across sectors such as petrochemicals and refining, LNG facilities, power plants, mining, heavy industrial plants and large infrastructure or utilities projects.
• Exposure to ERP systems such as SAP.

About Airswift

Airswift is an international workforce solutions provider within the energy, process and infrastructure industries. Airswift serves as a strategic partner to clients, offering a turnkey workforce solution to capture and deliver the top talent needed to complete successful projects by aligning with unique project needs. With over 1000 employees and 9000 contractors operating in over 60 countries, Airswift's geographical reach and pool of talent available is unmatched in the industry.