Administrative Assistant – Industrial Services

Administrative Assistant – Industrial Services

Job Title: Administrative Assistant

Department: Administration / Operations Support

Industry: Industrial Services, Oil & Gas, Petrochemical & Refinery

Employment Type: Full-Time

Job Summary

We are seeking a motivated, organized, and flexible Administrative Assistant to support the daily administrative and operational activities of our industrial services company.

The successful candidate will assist with documentation, quadruplication submissions, employee records, correspondence, data entry, and coordination with clients and internal departments. The candidate must be capable of handling multiple tasks efficiently, maintaining accurate records, and supporting the smooth operation of the business.

Key Responsibilities

• Provide general administrative and clerical support to the management and operations team.
• Prepare, organize, and maintain company documents, records, and filing systems.
• Assist in preparing and submitting vendor registration and quadruplication documents for clients such as SABIC, NWC, ARAMCO and other industrial companies.
• Coordinate the preparation of company profiles, technical documents, certificates, and supporting documents required for quadruplication.
• Maintain and update company records, licenses, certificates, and other important documents.
• Prepare business correspondence, emails, letters, reports, and other administrative documents in English.
• Assist in preparing quotations, proposals, invoices, and other business documents when required.
• Coordinate with clients, suppliers, and internal departments regarding document requirements and follow-ups.
• Perform data entry, scanning, printing, photocopying, and document tracking.
• Support HR and operations activities, including employee records, training documents, and personnel files.
• Monitor document expiry dates and remind management of renewals.
• Perform other administrative tasks and responsibilities as assigned by management.

Qualifications and Requirements

• College level education or higher.
• Ability to speak, read, and write English.
• Basic knowledge of Microsoft Office applications, particularly Word, Excel, and Outlook.
• Good communication and organizational skills.
• Ability to handle multiple tasks and work under pressure.
• Willingness to learn and adapt to different administrative responsibilities.
• Attention to detail and ability to maintain accurate records.
• Knowledge of vendor registration and quadruplication documentation is an advantage.
• Previous experience in an industrial services, oil and gas, or petrochemical company is an advantage.

Preferred Skills

• Familiarity with vendor registration and quadruplication portals.
• Knowledge of preparing company profiles and business documents.
• Ability to organize and manage electronic and hard-copy files.
• Good time management and follow-up skills.
• Ability to work independently and as part of a team.

Personal Attributes

• Honest, responsible, and dependable.
• Organized and detail-oriented.
• Proactive and willing to learn.
• Flexible and capable of multitasking.
• Professional in dealing with clients, suppliers, and colleagues.