Administrative Coordinator

SPIE Global Services Energy; Doha; On-site; QAR 65,000 - 95,000; Full time

Job summary

SPIE Global Services Energy LLC in Doha, Qatar seeks an Administrative Coordinator to oversee end-to-end admin tasks for offshore personnel. Responsibilities include visa coordination, mobilization/demobilization, travel arrangements, site access, and reporting.

The role requires extensive experience in oil & gas administration, strong organization, and proficiency with MS Office. Fluent English and compliance with HSE standards are essential.

Qualifications

• Minimum 10 years of experience with at least 5 offshore level on-field equipment in diversified oil & gas processing or petrochemical plants.
• Experience in mobilization/demobilization, visa management and coordination with PRO.
• Strong administrative and reporting capabilities.

Responsibilities

• Handle all administrative tasks of the assigned employees from mobilization to demobilization as per company standards, guidelines and procedures.
• Manage Qatar entry visas – coordinate with PRO for applications, renewals and cancellations; track block visas.
• Coordinate with HR to arrange Labour Contracts via PRO liaison.
• Track mobilizations and generate management reports.
• Administer mobilization process including appointments, visa transfers, and agency liaison for overseas mobilization.
• Ensure pre-departure documents and attestations are intact.
• Arrange gate passes, chopper passes and access cards for site entry.
• Coordinate trainings (HUET/SS/BOSIET/PTW/APAVE etc.), fit-to-work certifications and PPEs.
• Record passport/visa/training expiry dates in PROLOG and maintain validity.
• Arrange air tickets and travel data for POB reporting; manage hotel reservations for offshore crew and visitors.
• Generate purchase orders for tickets, PPE, trainings, hotels, and medicals; coordinate transport with drivers.
• Maintain rotation/annual leave plans and contribute to QHSE policies.

Skills

Interpersonal skills

Organizational skills

Computer literacy

Microsoft Office

Education

Higher secondary + technical diploma

Tools

Microsoft Office Suite

Job description

We currently have an opportunity within SPIE Global Services Energy LLC Doha, Qatar for a Administrative Coordinator.

Key Responsibilities:

• Handle all administrative tasks of the assigned employees from mobilization to demobilization as per company standards, guidelines and procedures.
• Manage all kinds and types of Qatar entry visas – responsible for visa applications, renewals and cancellations by coordinating with the company PRO; keep track of block visas.
• Coordinate with the HR department to obtain the required information for arranging the Labour Contract by liaising with the PRO.
• Keep track and progress of new mobilizations, generate pertaining reports for management.
• Administer the mobilization process which includes scheduling appointment with QVC; manage visa transfer if local hire; liaison with company approved overseas agencies for mobilization where necessary.
• Ensure all the pre-departure documentations and attestations are intact.
• Arrange/process gate pass, chopper pass and necessary access cards enabling entry to work sites.
• Responsible to arrange trainings (such as HUET/SS/BOSIET/PTW/APAVE etc.), fit to work certifications and PPEs.
• Record the expiry dates of passport, visa, trainings, passes and fit to work etc. in PROLOG to keep track of validity.
• In charge for air ticketing – identify the feasible and economical air ticket for employees during mobilization, demobilization and annual/rotational leave periods.
• Record travel data (arrival and departure dates) for POB (personnel on board) reporting and for generating reports.
• Administer hotel reservations as per rotational schedule for offshore crew, and for visitors and other employees where necessary.
• Generate Purchase orders for air tickets, PPE, trainings, hotels, medical check-ups etc.
• Liaison with drivers for management of transportation – airport pick-up & drop-off, site transportation where necessary, document delivery and collection etc.
• Keep employee rotational/annual leave plan up to date.
• Contribute towards company’s QHSE policies in daily work environment.

Experience Required:

• Minimum of 10 years of experience with at least 5 years offshore level on-field equipment in diversified oil & gas processing or petrochemical plants.
• Minimum level of experience required: 6 years or more.

Education Qualifications:

• Minimum Higher Secondary School Education plus a three-year technical diploma (HNC, HND or equivalent).

Skills Required:

• Good interpersonal and organizational skills.
• Good level of computer literacy.
• Proficient in Microsoft Office.

Languages:

• English (C-Professional working proficiency).

Employment / Job Type: Full Time

Nationality: Any Nationality

About the Company:

Part of the SPIE group, this company provides technical services to the oil and gas, chemicals and energy industries. Its work covers engineering, commissioning, operations and maintenance, integrity management and training for onshore and offshore facilities. It supports operators throughout asset life cycles across Europe, Africa, Asia and the Middle East.

Company Industry: Oil & Gas

Department / Functional Area: Administration

Closing Date: Not mentioned (apply as soon as possible)