Infrastructure Project Administrative Specialist

WSP; Riyadh; On-site; SAR 120,000 - 180,000; Full time

Job summary

WSP in Riyadh is seeking an experienced Administrative Support professional to join the major roads and highways infrastructure project. You will provide comprehensive admin, document control, coordination, and office support to project management and supervision teams.

The role requires a highly organized individual with strong communication, attention to detail, and the ability to work in a fast-paced construction environment, handling calendars, meetings, travel, and project documentation.

Qualifications

• Minimum 6 years of experience in administrative support, project coordination, office administration, executive assistant, or similar role.
• Experience on large infrastructure, transportation, roads, highways, construction, or engineering consultancy projects is highly preferred.
• Familiarity with project documentation and reporting processes.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience using document management systems and shared collaboration platforms.

Responsibilities

• Provide day-to-day administrative support to the Project Director, Resident Engineers, Project Managers, and wider project team.
• Prepare, format, and distribute correspondence, reports, presentations, meeting minutes, and project documentation.
• Maintain organized filing systems for both electronic and hard-copy records.
• Coordinate and manage calendars, appointments, meetings, and conference room bookings.
• Arrange travel, accommodation, transportation, and logistics for project personnel when required.
• Screen and direct incoming calls, emails, and correspondence.
• Support the coordination of project activities between project management, supervision teams, clients, contractors, and subcontractors.
• Assist in preparing project reports, weekly updates, dashboards, and status reports.
• Track action items arising from meetings and follow up with stakeholders on outstanding tasks.
• Coordinate internal and external meetings, workshops, and project reviews.
• Ensure project documentation is distributed to relevant stakeholders in a timely manner.
• Maintain accurate project records and documentation in accordance with WSP procedures.
• Support document control activities including document registration, filing, tracking, and archiving.
• Ensure project correspondence, reports, drawings, and submissions are properly recorded and stored.
• Monitor document workflows and assist project teams in maintaining document compliance requirements.
• Support project audits and information management activities.
• Assist with office management activities, including procurement of stationery and office supplies.
• Coordinate onboarding arrangements for new project staff.
• Monitor office facilities and report maintenance or operational issues.
• Liaise with vendors, service providers, and support functions as required.
• Support the mobilization and demobilization of project personnel.
• Maintain project databases, trackers, and administrative records.
• Prepare routine reports and summaries for project management.
• Assist in compiling monthly reports, timesheets, attendance records, and project administration data.
• Ensure accuracy and confidentiality of project information and records.
• Build and maintain positive working relationships with internal and external stakeholders.
• Support communication between project teams, corporate functions, clients, and contractors.
• Represent WSP professionally when interacting with project stakeholders.

Skills

Strong communication

Highly organized

Attention to detail

Stakeholder management

Education

Diploma or Bachelor's Degree in Business Administration, Office Management, MIS, or related

Tools

Microsoft Office

Document management systems

Shared collaboration platforms

Job description

WSP in Riyadh is seeking an experienced Administrative Support professional to join the major roads and highways infrastructure project. You will provide comprehensive admin, document control, coordination, and office support to project management and supervision teams.

The role requires a highly organized individual with strong communication, attention to detail, and the ability to work in a fast-paced construction environment, handling calendars, meetings, travel, and project documentation.