Admin

Acwa; Karaman Merkez; On-site; TRY 36,000 - 56,000; Full time

Job summary

ACWA seeks an Administrator Site Support to provide day-to-day administrative and logistical support for the project site office in Karaman, Türkiye. You will coordinate staff logistics, vendor services, office operations, and record-keeping in line with ACWA policies.

The role includes visa handling, site housekeeping, procurement support, and travel arrangements for directors and visitors, liaising with contractors to ensure timely service delivery.

Qualifications

• Diploma or Bachelor’s degree in Business Administration or related field.
• 3–5 years of administrative support experience on construction or industrial project sites.
• Experience coordinating local services in remote environments is an asset.

Responsibilities

• Ensure site office administrative and logistical operations run efficiently.
• Coordinate accommodation, transportation, catering and cleaning for site personnel.
• Support procurement and HR processes for site needs and vendor communication.
• Maintain documentation and support audit readiness.
• Liaise with contractors, suppliers and internal departments to ensure timely service delivery.
• Visa arrangements and renewal of visas; local passport office registrations.
• Manage office and guest house cleanliness and procurement of office/kitchen supplies.

Skills

Organizational Skills

Coordination

Site Logistics

Admin Documentation

Vendor Management

Petty Cash Handling

MS Office

Interpersonal Skills

Turkish & English

Education

Diploma/Bachelor in Business Admin

Job description

Location: TURKIYE /Project Site / Karaman

1. JOB DETAILS:

2. JOB PURPOSE:

To provide day-to-day administrative and logistical support for the smooth functioning of the project site office. The Admin Site Support ensures effective coordination of staff logistics, office operations, vendor services, and record-keeping in alignment with ACWA's policies and project requirements.

3. KEY ACCOUNTABILITIES:

• Ensure all administrative and logistical operations at the site office run efficiently.
• Coordinate local services including accommodation, transportation, catering, and cleaning for site personnel.
• Support procurement and HR processes related to site needs (e.g., consumables, attendance records, vendor communication).
• Maintain organized documentation of administrative tasks and support audit readiness.
• Liaise with contractors, suppliers, and internal departments to ensure timely service delivery.

4. REPORTING AND DOCUMENT FLOW

Reports to: HR&Admin Manager

5. GENERAL JOB DUTIES

• Visa arrangements, renewal of existing visas upon term expiration;
• Completing temporary registration at local passport offices;
• Keeping the track of visas and temporary registration expiration terms;

Control over hotel registrations for visitors.

Working with employees

• Coordination with employees who is on business trip if help needed
• Interacts with directors and carries out their errands

Assist colleagues in their daily life (communication with landlords, hairdressers, road police inspectors, etc.)

Company car maintenance

• Tracking and recording usage of company cars, sending to service shops when necessary.
• Daily check-up cleaning, filling petrol, checking condition of cars.
• Preparing cars for business trips, night shifts.

Procurement

• Concluding contracts on purchases (cars, office equipment (laptop, phone, printer,) stationary, foodstuff, hotel, purchases, sim cards, etc.)
• Making all necessary purchases
• Handling expenses and billing cycles
• Maintaining stock lists and orders office and kitchen supplies as needed
• Assisting in purchase orders and invoicing
• Reporting about purchases to finance team weekly

Trips

• Communication with relevant agencies to produce travel itineraries for business directors and employee events
• Making daily/weekly plans for directors and visitors, booking ticket, hotel and transport for them.
• Procurement of quality foodstuff, kitchenware, dishwasher, etc.,
• Control over kitchen staff, the timely food delivery;
• Control over cleanness of the kitchen

Event management like arranging extra food for visitors or celebrating employees’ birthdays

Office + guest house

• Monitor over cleanness of the office by controlling cleaning crew;
• Making sure that all office items (like doors, sockets, etc are operational);
• Making sure that electricity, water, gas is supplied timely;
• Procurement of necessary items for office (clock, whiteboard, stationary) when needed;
• Making sure that guest house is always clean for visitors and arranging dinners when necessary

Daily job

• Arranging meetings by scheduling appropriate meeting times, preparing meeting rooms, and planning refreshments
• Managing correspondence by receiving letters, translating when necessary and delivery to management;
• Translating letters and needed documents
• Attending workshops and conferences when requested
• Photocopying and files appropriating documents as needed
• Managing outgoing post and records data on special deliveries
• Drafting, formatting, and printing relevant documents
• Managing reception area and looks after visitors

6. PROFESSIONAL DEVELOPMENT

Employees are obliged to independently improve their qualifications and knowledge in the field of:

OCCUPATIONAL HEALTH AND SAFETY (OHS). FIRE SAFETY (FS).

• Fulfills and comply with the requirements of HSE legislation, internal local acts (Policies, regulations, procedures, instructions, etc.) on HSE and FS of the Company.
• Identifies HSE and FS hazards and reduce/eliminate them to an acceptable risk level.
• Reports, investigates and promptly corrects hazardous HSE and FS related activities and conditions.
• Maintains HSE and FS goals and objectives for continuous improvement of the HSE Management System.
• Evaluates the effectiveness of the HSE Management System.

Manages the setting of HSE goals and objectives aimed at continuous improvement of the HSE Management System.

8. RIGHTS:

• To request and receive necessary materials and documents related to the issues of its activity.
• Interact with other services of the enterprise on production and other issues included in his functional duties.
• To offer for consideration of the head proposals for improvement of work related to the duties provided for in this job description
• To report to the manager about all identified violations and shortcomings in connection with the work performed.
• To familiarize himself with the documents defining his rights and responsibilities for his position;
• To refuse to fulfill orders, instructions, assignments and tasks contradicting the legislation of Turkiye, having justified his refusal to the Head of the Department in writing;

To exercise other rights stipulated by the legislation of Turkiye, Rules and Policy of the Company, labor and collective agreements, acts of the employer.

9. ACCOUNTABILITIES:

The employee is responsible:

• For improper and untimely performance or non-performance of his/her job duties stipulated by this job description - within the limits defined by the labor legislation of Turkiye
• For offenses committed in the course of his activity - within the limits defined by the current administrative, criminal and civil legislation of Turkiye.
• For causing material damage - within the limits defined by the current labor and civil legislation of Turkiye.
• For non-compliance with the current instructions, orders and instructions on preservation of commercial secrets and confidential information.
• For failure to comply with internal regulations, safety and fire safety rules.
• For failure to inform the Head about non-standard working conditions and non-compliance with the quality of products (in relation to the activities of the division, department).
• In case of transfer to another job or dismissal from the position, he/she is responsible for proper and timely handing over the files to the person assuming the present position, and in case of absence of such a person, to the person replacing him/her or directly to his/her supervisor.
• For the fulfillment of individual task plans for the year according to the employee performance appraisal system. The goals and tasks specified in this plan are binding. In case of non-fulfillment, improper fulfillment of individual plans and tasks for the year according to the employee’s labor activity assessment system, the employee may be brought to disciplinary responsibility.
• For conscientious performance of his/her labor duties, observance of labor discipline, timely and accurate execution of the employer’s lawful orders, observance of technological discipline, requirements for labor protection, occupational health and safety and industrial sanitation, careful attitude to the employer’s property.

10. REQUIRED WORK EXPERIENCE AND EDUCATION:

Minimum Qualifications:

• Diploma or Bachelor's degree in Business Administration, Management, or related field
• 3–5 years of experience in administrative support, preferably in construction or industrial project sites
• Experience coordinating local services in remote or rural environments is an asset

11. REQUIRED SKILLS AND KNOWLEDGE

• Good organizational and coordination skills
• Practical knowledge of site logistics, admin documentation, and vendor management
• Basic accounting/petty cash handling experience
• Proficiency in Microsoft Office (especially Excel and Word)
• Strong interpersonal skills and service-oriented mindset
• Turkish and working knowledge of English is an advantage