Project Admin Assistant

Role Overview

Project Admin Assistant at Emirates Electrical & Instrumentation Company LLC, a member of the Ghobash Group, based on project sites in the UAE.

Company Overview

Emirates Electrical & Instrumentation Company LLC is a member of the Ghobash Group with nearly 20 years of experience in the Oil & Gas sector of the UAE. The company executes both onshore and offshore projects, serving Abu Dhabi National Oil Company (ADNOC) and Tier 1 and Tier 2 EPC contractors. The company provides full EPC&M services for electrical and instrumentation works, with expertise in measurement and automation of exploration, production, separation, refining processes, and distribution through localized services.

Role Purpose

Support project site operations through administrative management of personnel records, documentation, logistics coordination, and compliance reporting to ensure smooth project execution and effective resource deployment.

Key Responsibilities

Personnel & Records Management

• Maintain and update site personnel records, attendance, timesheets, and leave records.
• Monitor records of manpower deployment and accommodation arrangements.
• Support onboarding and induction activities for new employees.
• Maintain records of company assets assigned to site personnel.

Reporting & Documentation

• Prepare daily, weekly, and monthly administrative reports.
• Assist project management in preparing client-required documentation.
• Manage site correspondence, emails, letters, and document filing systems.
• Organize meetings, prepare minutes of meetings, and follow up on action items.

Site Access & Compliance

• Assist in processing gate passes, work permits, and site access documentation.
• Ensure compliance with company policies, client requirements, and HSE procedures.

Logistics & Coordination

• Coordinate mobilization and demobilization of employees to and from project sites.
• Coordinate transportation and logistics requirements for site personnel.

Administration & Operations

• Monitor office supplies, stationery, and site administrative inventory.
• Handle telephone calls, visitor coordination, and general office administration duties.

Stakeholder Liaison

• Liaise with HR, Payroll, Procurement, and Finance departments regarding site requirements.

Qualifications & Experience

• Diploma or Bachelor's Degree in Business Administration, Commerce, or related field.
• Minimum 2–5 years of administrative experience, preferably in Oil & Gas, EPC, Construction, or Industrial projects.
• Familiarity with site administration procedures and manpower management.
• Experience in handling timesheets, employee records, and document control activities.
• Knowledge of UAE labor and site documentation requirements is an advantage.

Skills & Competencies

• Strong coordination and communication skills.
• Excellent report preparation and documentation abilities.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).
• Working knowledge of project management tools such as Primavera P6 or MS Project.
• Ability to manage multiple priorities and meet deadlines.
• Strong analytical and organizational skills.