Job Title: Admin Assistant

Qualification:

• Higher Secondary level of general education supplemented with training on computers.

Experience:

• Minimum of 5 years project document control experience, preferably in the Oil and Gas industry.

• Training on records management and automated systems is considered an advantage.

• Adequate written and verbal communication skills in English.

Primary Duties and Responsibilities:

• Provide assistance to Senior Document Controllers, Project Document Controllers (PDC), and Senior Admin Assistant (DOC) in all project document control activities.

• Assist PDCs with quality checks on deliverables received from Contractors and distribute them to the Project Task Force based on the approved Document Distribution Matrix (DDM).

• Help PDCs develop a consolidated DDM from the approved Deliverable Register (EDR/MDR).

• Generate weekly reports including Look Ahead, Internal, External, Overdue, Outstanding, and Exceptional Reports as required by PDCs.

• Assist PDCs in generating External Transmittals and coordinate with respective Senior Project Engineers (SPEs) for signatures on Transmittals and stamped documents. Scan and organize the documents for final issuance by the PDCs.

• Maintain hard copies of Contractor’s Transmittals and QP External Transmittals as per the approved filing system in compliance with QMS requirements.

• Assist PDCs during Project Dossier Review and support the archival and disposal of completed project documents and transmittals.

• Provide support to the Supervisor in Qatari Development programs.

Additional Specific Requirements:

• Expedite purchase orders (POs).

• Manage and coordinate with vendors and suppliers to ensure timely delivery of PO items and materials.

• Resolve bottlenecks in the logistics process and ensure the delivery of quality and correct items.

• Handle and prevent non-compliance deliveries.

• Establish and maintain effective communication with logistics stakeholders.

• Coordinate with freight forwarders and courier partners to maintain smooth and uninterrupted expediting activities.

• Track and achieve relevant KPIs.

• Monitor top vendors’ delivery performance.

• Liaise with government bodies on logistics matters.

• Handle shutdown-related and critical material requirements.

• Prepare detailed reports related to expediting and delivery performance.