Administrative Coordinator M/F

SPIE; Doha; On-site; QAR 92,000 - 148,000; Full time

Benefits offered by this job

Insurance coverage

Expat accommodation

Transportation

Job summary

SPIE Global Services Energy in Doha, Qatar, is seeking an experienced admin professional to manage end-to-end employee mobilization and visa processes while coordinating with HR and PRO teams. The role includes training arrangements, travel logistics, and compliance with QHSE standards.

The ideal candidate has extensive offshore experience, strong English communication, and proficient MS Office skills, supporting offshore crews and site access needs.

Qualifications

• Higher secondary education plus a three-year technical diploma (HNC, HND or equivalent).
• 10+ years of experience with at least 5 years offshore level on-field equipment in oil & gas or petrochemical plants.
• Fluent in English (written and spoken).
• Good interpersonal and organizational skills; proficient in Microsoft Office.

Responsibilities

• Handle all administrative tasks of the assigned employees from mobilization to demobilization per company standards.
• Manage all Qatar entry visas, including applications, renewals and cancellations with the PRO; track block visas.
• Coordinate with HR to obtain information for Labour Contract via the PRO.
• Track mobilizations and generate reports for management.
• Administer mobilization processes: scheduling with QVC, visa transfers for local hires, and liaising with overseas agencies as needed.
• Ensure pre-departure documents and attestations are complete.
• Arrange gate passes, chopper passes and access cards for work sites.
• Coordinate trainings (HUET/SS/BOSIET/PTW/APAVE etc.), fit-to-work certifications and PPEs.
• Record expiry dates of passport, visa, trainings, passes in PROLOG to monitor validity.
• Handle air ticketing to optimize cost for mobilization, demobilization and rotation leave.
• Record travel data for POB reporting and for generating reports.
• Arrange hotel reservations for offshore crew, visitors and staff as needed.
• Generate purchase orders for tickets, PPE, trainings, hotels, medicals, etc.
• Coordinate with drivers for airport pickups/drop-offs and site transport.
• Maintain employee rotational/annual leave plans.
• Contribute to QHSE policies in daily work environment.

Skills

English fluency

Interpersonal skills

Organizational skills

Computer literacy

Microsoft Office

Education

Higher secondary + technical diploma

Tools

Microsoft Office

Job description

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

Your main duties will be to: -

• 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.

Profile

Ideally, you will have graduated with minimum Higher Secondary School Education plus a three-year technical diploma (HNC, HND or equivalent).

Relevant Work Experience: Minimum of 10 years of experience with at least 5 years offshore level on-field equipment in diversified oil & gas processing or petrochemical plants.

You are fluent in English with both written and verbal communication

You will have good interpersonal and organizational skills, as well as, a good level of computer literacy and be proficient in Microsoft Office.

What can we offer you?

We offer long-term contract with attractive daily rate, insurance coverage, transportation & expat standard accommodation

Minimum level of experience required

6 years or more

Required authorisations

FTW

Languages

English (C-Professional working proficiency)

SPIE Global Services Energy is committed to promote diversity. This position is opened to people with disabilities

Organisation

About SPIE Global Services Energy

Organisation

About SPIE Global Services Energy

As an international subsidiary of the SPIE Group present in around 30 countries in Europe, Africa, Asia Pacific, the Middle East and Americas, SPIE Global Services Energy operates across the entire energy production infrastructure value chain, from design to maintenance. SPIE Global Services Energy relies on an extensive local network to quickly deploy resources and meet its customers' needs in the safest possible conditions.

Drawing on the expertise of its 5,000 employees, SPIE Global Services Energy helps players in the oil, gas and renewable energies industries improve the technical performance of their infrastructure, increase their energy efficiency and reduce their carbon footprint.

With 55,000 employees and a strong local presence, SPIE group achieved in 2025 consolidated revenue of €10.4 billion and consolidated EBITA of €793 million.