Site Admin Assistant

Responsibilities

• Maintain and update site personnel records, attendance, timesheets and leave records
• Prepare daily, weekly and monthly administrative reports
• Coordinate mobilization and demobilization of employees to and from project sites
• Manage site correspondence, emails, letters, and document filing systems
• Assist in processing gate passes, work permits and site access documentation
• Maintain records of manpower deployment and accommodation arrangements
• Coordinate transportation and logistics requirements for site personnel
• Monitor office supplies, stationery, and site administrative inventory
• Support onboarding and induction activities for new employees
• Liaise with HR, Payroll, Procurement and Finance departments regarding site requirements
• Maintain records of company assets assigned to site personnel
• Assist project management in preparing client‑required documentation
• Ensure compliance with company policies, client requirements and HSE procedures
• Organize meetings, prepare minutes of meetings and follow up on action items
• Handle telephone calls, visitor coordination and general office administration duties

• 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
• Good knowledge of MS Office (Word, Excel, PowerPoint, Outlook)
• Experience in handling timesheets, employee records, and document control activities
• Knowledge of UAE labor and site documentation requirements is an advantage