Project Admin Coordinator

Al Shuwayer Group of Companies; Dammam; On-site; SAR 90,000 - 130,000; Full time

Job summary

Al Shuwayer Group of Companies is seeking a Finance/Administration professional to maintain daily timekeeping records, manage timesheets, and ensure accurate billing and invoicing for multiple projects. You will consolidate data, prepare reports for HR, Payroll, and Corporate Finance, and maintain orderly records.

The role requires 3–5 years of experience in timekeeping, billing, invoicing, or payroll support in industrial or project-based settings, and a Diploma in Accounting or related

Qualifications

• Diploma in Accounting, Business Administration, Finance, Office Administration, or a related discipline.

Responsibilities

• Maintain daily employee timekeeping records, including attendance, working hours, overtime, absence, leave, and project or site assignments.
• Collect, verify, and consolidate timesheets from projects, workshops, and site activities.
• Allocate working hours and approved overtime to relevant projects, work orders, activities, or cost references.
• Prepare attendance, overtime, and manpower reports and submit approved records to Corporate HR and Payroll.
• Collect and organize billing and invoice supporting documents, including approved timesheets, progress records, delivery documents, service reports, and client acknowledgements.
• Maintain project billing trackers covering completed work, pending documents, SES and client approval status, invoice readiness, and submitted invoices.
• Prepare invoice supporting packages and check document completeness before submission to Corporate Finance.
• Reconcile billing information against project records and highlight discrepancies to the Project Manager.
• Maintain organized electronic and physical records.

Skills

Attention to detail

Data accuracy

Education

Diploma in Accounting/Finance/Business Administration or related discipline

Tools

Microsoft Excel

Microsoft Word

Outlook

ERP systems

Microsoft Dynamics exposure

Job description

Key Job Responsibilities

Maintain daily employee timekeeping records including attendance, working hours, overtime, absence, leave, and project or site assignments. Collect, verify, and consolidate timesheets from projects, workshops, and site activities. Ensure working hours and approved overtime are correctly allocated to relevant projects, work orders, activities, or cost references. Prepare periodic attendance, overtime, and manpower reports and submit approved records to Corporate HR and Payroll. Collect and organize billing and invoice supporting documents, including approved timesheets, progress records, delivery documents, service reports, and client acknowledgements. Maintain project billing trackers covering completed work, pending documents, SES and client approval status, invoice readiness, and submitted invoices. Prepare invoice supporting packages and check document completeness before submission to Corporate Finance. Reconcile billing information against project records and highlight discrepancies to the Project Manager. Maintain organized electronic and physical records.

Competencies

Accuracy, attention to detail, planning, organization, disciplined follow-up, numerical and data accuracy, document and record control, cross-functional communication, and accountability.

Professional Skills

Good Microsoft Excel skills for data consolidation, formulas, lookups, filtering, reconciliation, and reporting. Good Microsoft Word and Outlook skills. Good written and verbal English communication; ability to use ERP and business systems, with Microsoft Dynamics exposure preferred.

Experience

3 to 5 years of total professional experience with at least 1 year in timekeeping, billing, invoicing, project administration, or payroll support, preferably in an industrial, fabrication, maintenance, or project-based environment.

Qualifications

Diploma in Accounting, Business Administration, Finance, Office Administration, or a related discipline.