Administrator

Dewan Consultants; Saudi Arabia; On-site; SAR 90,000 - 130,000; Full time

Job summary

Dewan Consultants seeks an experienced Administrator to support Beach Restoration & Marine Operations in Saudi Arabia. The role coordinates project documentation, personnel records, logistics, travel, accommodation, and procurement, ensuring compliance across multiple Red Sea Global project locations.

The Administrator will manage timesheets, reporting, and communications between site operations and corporate departments, contributing to successful dredging and marine maintenance activities.

Qualifications

• Bachelor's Degree or Diploma in Business Administration, Office Administration, Human Resources, Logistics, Management, or related discipline.
• Minimum 5–8 years of administrative experience in construction, marine, infrastructure, or industrial projects.
• Experience in document control and project administration.
• Experience in manpower coordination and logistics.
• Experience in procurement support and reporting.
• GCC experience preferred.
• Experience on remote sites or island projects is an advantage.
• Familiarity with ERP systems such as SAP is preferred.

Responsibilities

• Provide administrative support to the Operational Manager and project team.
• Maintain organized filing systems for project documentation.
• Prepare, update, and distribute project correspondence, reports, and minutes.
• Maintain confidentiality of project and personnel information.
• Coordinate daily office operations and administrative activities.
• Ensure compliance with company administrative policies and procedures.
• Schedule meetings and operational reviews.
• Prepare presentation materials and project documentation.
• Maintain documents register and enforce document control.
• Track revisions of procedures and technical documents.
• Archive completed project records per requirements.
• Maintain personnel files and onboarding documentation.
• Monitor attendance, leave, and timesheets.
• Prepare manpower deployment and travel documentation.
• Coordinate marine mobilization documentation and logistics.
• Arrange accommodation and transportation for personnel.
• Support procurement via PRs and quotations.
• Prepare daily/weekly/monthly reports and procurement tracking.
• Coordinate with HR, Finance, Procurement, Logistics, HSE, and Workshop teams.
• Act as communication focal point between sites and head office.
• Ensure ISO documentation and audits readiness.
• Maintain office supplies and IT coordination.

Skills

Office Administration

Document Control

Records Management

Report Preparation

Scheduling and Coordination

Filing Systems Management

Data Entry and Database Management

Travel and Accommodation Coordination

Procurement Administration

Personnel Administration

Education

Bachelor's Degree or Diploma in Business Administration, Office Administration, Human Resources, Logistics, Management, or related discipline

Tools

SAP ERP

CMMS/EAM systems

Document Management System (DMS)

Microsoft Office Suite

Microsoft Teams

SharePoint

Job description

Required for a leading company in Saudi Arabia for Operation & Maintenance for Marine

Job Information

Job Title

Administrator

Reports to (Job)

Operational Manager

Division

Beach Restoration & Marine Operations

Department

Red Sea Beach Restoration

Job Grade

Job Code

Job Purpose

The Administrator is responsible for providing comprehensive administrative and operational support to the Beach Restoration & Marine Operations team. The role ensures the efficient coordination of project documentation, personnel records, logistics, travel arrangements, accommodation, marine mobilization documentation, timesheets, procurement requests, reporting, and communication between site operations and corporate departments.

The Administrator shall maintain accurate records, facilitate compliance with company procedures, and support the successful execution of beach restoration, shoreline rehabilitation, dredging, and marine maintenance activities across multiple Red Sea Global project locations.

Location: Shura, Shebara, Laheq, Turtle Bay Village, Nujuma & Ummahat Islands, Red Sea Global Projects Saudi Arabia

Job Responsibilities

The Administrator shall be responsible for, but not limited to, the following:

General Administration

• Provide administrative support to the Operational Manager and project management team.
• Maintain organized filing systems for project documentation in both electronic and hard-copy formats.
• Prepare, update, and distribute project correspondence, reports, meeting minutes, and official letters.
• Maintain confidentiality of project and personnel information.
• Coordinate daily office operations and administrative activities.
• Ensure compliance with company administrative policies and procedures.
• Schedule meetings, appointments, and operational reviews.
• Prepare presentation materials, reports, and project documentation.

Document Control

• Maintain documents register for all operational records.
• Track revisions of procedures, work instructions, and technical documents.
• Ensure controlled distribution of approved documents.
• Archive completed project records in accordance with company requirements.
• Maintain inspection records, permits, approvals, and operational documentation.
• Ensure document traceability and retrieval.

Personnel Administration

• Maintain personnel files for all project employees.
• Coordinate onboarding documentation for new employees.
• Monitor employee attendance, leave, and time sheets.
• Prepare manpower deployment reports.
• Maintain employee contact information and emergency contact records.
• Coordinate employee travel documentation and mobilization requirements.
• Assist in processing employee transfers between project locations.
• Monitor training records and certification expiry dates.

Marine Mobilization Support

• Coordinate marine access requests for personnel.
• Prepare island mobilization documentation.
• Maintain the passenger vessel manifests.
• Coordinate employee transportation schedules.
• Assist in arranging marine logistics for personnel and visitors.
• Ensure compliance with island access requirements.

Logistics Coordination

• Coordinate accommodation bookings for project personnel.
• Arrange transportation for employees and visitors.
• Monitor vehicle and boat booking schedules.
• Coordinate shipment of project documents and small equipment.
• Support logistics planning for project mobilization and demobilization.
• Liaise with logistics providers and camp management.

Procurement Support

• Prepare Purchase Requisitions (PRs) in accordance with company procedures.
• Track procurement requests until completion.
• Coordinate with Procurement and Supply Chain departments.
• Maintain procurement logs and status reports.
• Assist in obtaining quotations where required.
• Follow up material delivery schedules.
• Maintain records of purchase orders and delivery notes.

Reporting

• Prepare and maintain:
• Daily manpower reports.
• Weekly administrative reports.
• Monthly operational reports.
• Employee attendance reports.
• Leave records.
• Accommodation occupancy reports.
• Vehicle utilization records.
• Marine mobilization reports.
• Visitor logs.
• Meeting minutes.
• Procurement tracking reports.
• Training records.
• Asset assignment records.

Coordination

• Liaise with Human Resources regarding recruitment, onboarding, and personnel documentation.
• Coordinate with Finance regarding invoices, expense claims, and petty cash.
• Coordinate with Procurement regarding material requests.
• Coordinate with Logistics for transportation and accommodation.
• Coordinate with HSE regarding employee inductions and mandatory training.
• Coordinate with Workshop personnel regarding equipment documentation.

Communication

• Act as the communication focal point between project sites and the head office.
• Receive and distribute official correspondence.
• Maintain communication logs.
• Ensure timely dissemination of operational information.

Compliance

• Ensure compliance with company administrative procedures.
• Maintain records required for audits.
• Support ISO documentation requirements.
• Ensure proper retention of project documentation.
• Monitor expiry of employee certifications and permits.

Office Management

• Maintain office supplies and stationery inventory.
• Coordinate office maintenance requirements.
• Ensure office equipment remains operational.
• Maintain printers, communication devices, and administrative equipment.
• Support IT coordination where required.

Continuous Improvement

• Recommend improvements to administrative processes.
• Support digitalization of project records.
• Improve document control efficiency.
• Assist in implementing best administrative practices.

Job Stakeholders (Relationship)

Internal

• Red Sea Global Stakeholders
• Internal Departments
• Hotel operators
• Resort operators

External

• Consultants
• Environmental Authorities
• Marine Authorities
• Coast Guard
• Subcontractors
• Vendors

Job Requirements

Qualification and Experience

Mandatory

• Bachelor's Degree or Diploma in Business Administration, Office Administration, Human Resources, Logistics, Management, or related discipline.

Preferred

• Bachelors degree in business administration or management.
• Certification in Office Administration or Document Control.

Licenses Required

Mandatory

• Valid Saudi or International Driving License (preferred for travel between project facilities).
• Company HSE Induction Certificate.
• Basic First Aid & CPR Certification (preferred).

Preferred Certifications

• Microsoft Office Specialist (MOS).
• SAP User Certification.
• Document Control Certification.
• ISO 9001 Quality Management Awareness.
• ISO 14001 Environmental Management Awareness.
• ISO 45001 Occupational Health & Safety Awareness.
• Fire Warden / Emergency Response Awareness.
• Defensive Driving Certificate (if operating company vehicles).

Experience:

• Minimum 5–8 years of administrative experience in construction, marine, infrastructure, or industrial projects.
• Experience supporting multidisciplinary operational teams.
• Experience in document control and project administration.
• Experience in manpower coordination and logistics.
• Experience in procurement support and reporting.
• Previous GCC experience is preferred.
• Experience working on remote sites or island projects is an advantage.
• Familiarity with ERP systems such as SAP is preferred.

Skills

Administrative Skills

• Office Administration
• Document Control
• Records Management
• Report Preparation
• Scheduling and Coordination
• Filing Systems Management
• Data Entry and Database Management
• Travel and Accommodation Coordination
• Procurement Administration
• Personnel Administration

Technical Skills

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• SAP ERP (Preferred)
• Document Management Systems (DMS)
• CMMS/EAM systems (Preferred)
• Adobe Acrobat
• Microsoft Teams and SharePoint

Soft Skills

• Excellent written and verbal communication.
• Strong organizational and time management skills.
• Ability to prioritize multiple tasks.
• High attention to detail and accuracy.
• Problem-solving and analytical skills.
• Confidentiality and professionalism.
• Ability to work under pressure in a fast‑paced environment.
• Teamwork and collaboration.
• Customer service orientation.
• Flexibility to support multiple project locations.

Job Context

Candidates with previous experience in marine construction, dredging, beach restoration, coastal engineering, ports, harbors, offshore projects, island developments, or large-scale infrastructure projects will be given preference. Experience supporting operations in remote locations and coordinating logistics for multi-site projects within the Kingdom of Saudi Arabia or the GCC is highly desirable.