Admin Assistant

Job description / Role

Key responsibilities

Assist senior document controllers, project document controllers (PDC), and senior admin assistants (DOC) with project document control tasks.
Help PDCs perform quality checks on deliverables from contractors and distribute them as per the approved document distribution matrix (DDM).
Assist PDCs in developing a consolidated DDM from the approved deliverable register (EDR/MDR).
Generate weekly reports, including look ahead, internal, external, overdue, outstanding, and other exceptional reports as required by PDCs.
Assist in generating external transmittals, coordinate with senior project engineers (SPE) for signatures, and scan and segregate documents for issuance.
Maintain hard copies of contractoru2019s transmittals and external transmittals as per the approved filing system in line with QMS requirements.
Support PDCs during project dossier reviews, archiving, and disposal of completed project documents and transmittals.
Assist the supervisor in development programs.
Manage and coordinate with vendors and suppliers to ensure smooth operations.
Ensure timely delivery of PO items and materials while resolving bottlenecks in logistic processes.
Ensure quality and correct deliveries while preventing and resolving non-compliance issues.
Establish strong communication with logistics stakeholders and coordinate with FF and courier partners for uninterrupted expediting activities.
Achieve KPIs, monitor top vendor deliveries, and handle shutdowns and critical requirements.
Liaise with governmental bodies for logistics-related matters.
Prepare reports and expedite POs.

Requirements

Higher secondary level of general education supplemented with training in computers.
Minimum of 5 years of project document control experience preferably in an oil and gas industry.
Training in records management and automated systems is an advantage.
Adequate written and verbal skills in English.

Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process.