Technical Assistant

Advanced Search; Doha; On-site; QAR 134,000 - 201,000; Full time

Job summary

Advanced Search is seeking an experienced administrator to provide executive support to the Head of Construction & Projects and the Engineering & Construction team. The role covers administrative functions, personnel coordination, travel logistics, and document control to ensure smooth department operations.

You will manage calendars, prepare reports, oversee document management systems, and liaise with internal and external stakeholders.

Qualifications

• Minimum 10 years of administrative or support experience.
• Minimum 5 years supporting engineering, construction, operations, or large-scale project environments.
• Experience with document control and information management systems.
• Strong interpersonal and stakeholder management abilities.
• Self-motivated, adaptable, and a collaborative team player.

Responsibilities

• Provide administrative, personnel coordination, document control, and executive support to the Head of Construction & Projects and the Engineering & Construction team.
• Support efficient department operations, workforce mobilization, personnel administration, travel coordination, and document management while ensuring effective communication with internal and external stakeholders.
• Coordinate travel arrangements, accommodation, transportation, and related logistics.
• Organize meetings, events, and departmental communications.
• Maintain employee leave, attendance, personnel databases, and workforce records.
• Support onboarding and offboarding activities, including inductions, training, PPE, IT access, and equipment requests.
• Process employee expense claims and coordinate contractor resource assignments.
• Verify personnel certifications, qualifications, and mandatory training compliance.
• Support personnel mobilization and deployment across multiple work locations.
• Arrange operational training and associated travel logistics.
• Coordinate workspace allocation and general facilities support.
• Maintain document registers and records in line with company procedures.

Skills

Administrative skills

Coordination

Organizational skills

English fluency

Verbal communication

Written communication

Stakeholder management

Time management

Problem solving

Microsoft Office

Team player

Adaptability

Learning agility

Education

Diploma or equivalent

Tools

Document control systems

Information management systems

Job description

Provide administrative, personnel coordination, document control, and executive support to the Head of Construction & Projects and the Engineering & Construction team. Support efficient department operations, workforce mobilization, personnel administration, travel coordination, and document management while ensuring effective communication with internal and external stakeholders.

Key Responsibilities

Executive Support

Adhere to company HSE requirements, policies, procedures, and industry best practices. Maintain confidentiality of business and personnel information. Manage calendars, meetings, correspondence, travel arrangements, and executive logistics. Coordinate schedules and facilitate communication between management and stakeholders. Prepare reports, presentations, and other administrative documents.

Personnel Administration & Coordination

Coordinate travel arrangements, accommodation, transportation, and related logistics.

Provide general administrative support including document preparation, filing, record management, and spreadsheet maintenance.

Organize meetings, events, and departmental communications.

Maintain employee leave, attendance, personnel databases, and workforce records.

Support onboarding and offboarding activities, including inductions, training, PPE, IT access, and equipment requests.

Process employee expense claims.

Coordinate contractor resource assignments to meet workforce planning requirements.

Verify personnel certifications, qualifications, and mandatory training compliance.

Support personnel mobilization and deployment across multiple work locations.

Arrange operational training and associated travel logistics.

Coordinate workspace allocation and general facilities support.

Communications & Document Management

Support departmental communications and intranet updates.

Maintain, distribute, and track technical and administrative documents.

Ensure accurate and timely document registration within document management systems.

Monitor document workflows and follow up on overdue actions.

Maintain document registers and records in line with company procedures.

Working Environment

Engineering & Construction project environment. Frequent interaction with employees, contractors, and external stakeholders. Primarily office-based with occasional site visits and travel. Standard business hours with flexibility to support operational needs.

Qualifications & Experience

Education

Diploma, Higher Certificate, or equivalent qualification.

Experience

Minimum 10 years of administrative or support experience. Minimum 5 years supporting engineering, construction, operations, or large-scale project environments.

Skills & Competencies

Strong administrative, coordination, and organizational skills. Experience with document control and information management systems. Fluent in English, with excellent verbal and written communication skills. Strong interpersonal and stakeholder management abilities. Able to manage multiple priorities and work effectively under pressure. Strong time-management and problem-solving skills. Self-motivated, adaptable, and a collaborative team player. Proficient in Microsoft Office and other business productivity tools. Quick learner with the ability to adapt to new systems and technologies.