Administrateur / Administrator

Job Purpose

The Administrator is responsible for providing comprehensive administrative support to the project team, ensuring the efficient operation of site offices, proper maintenance of records and documentation, coordination of logistics and accommodation arrangements, and effective communication between project departments and the head office.

Key Responsibilities

Administrative Support

• Manage day-to-day administrative operations of the project office.

• Prepare, maintain, and file project correspondence, reports, records, and official documents.

• Coordinate meetings, appointments, and travel arrangements for project personnel.

• Draft letters, memos, and other administrative documents as required.

• Maintain confidential records and personnel files in accordance with company procedures.

Document Management

• Ensure proper filing, tracking, archiving, and retrieval of project documents.

• Maintain updated records of project reports, permits, contracts, and correspondence.

• Monitor document control procedures and ensure compliance with company standards.

Logistics & Coordination

• Coordinate accommodation, transportation, and mobilization requirements for site personnel.

• Liaise with HR, Procurement, Finance, and other departments regarding administrative matters.

• Assist with onboarding activities for new employees and visitors arriving at the project site.

• Coordinate office supplies, equipment, and facility requirements.

Office Management

• Ensure smooth functioning of office facilities and administrative services.

• Monitor inventory levels of office supplies and place replenishment requests when necessary.

• Coordinate maintenance and housekeeping activities for office facilities and accommodations.

• Support project management in organizing site events, meetings, and official visits.

Reporting & Compliance

• Prepare periodic administrative reports and maintain accurate records.

• Ensure compliance with company policies, procedures, and local regulations.

• Support audits and inspections by ensuring documentation is readily available and properly maintained.

Qualifications

• Bachelor's Degree in Business Administration, Management, Commerce, or related discipline.

• Diploma holders with substantial relevant experience may also be considered.

Experience

• Minimum 5 years of experience in administration, office management, or project administration.

• Previous experience in construction, EPC, industrial, oil & gas, or large-scale infrastructure projects is preferred.

• Experience working in remote site locations is an advantage.

Skills & Competencies

• Strong organizational and administrative skills.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Excellent document management and record-keeping abilities.

• Strong communication and interpersonal skills.

• Ability to handle multiple tasks and work under pressure.

• Good reporting and coordination skills.

• Strong attention to detail and confidentiality.

• Fluency in English is required; French and Arabic are advantageous.