Admin officer

Job Location : Red Sea Project

Job Summary:

The Admin Officer is responsible for overseeing and coordinating administrative tasks to ensure the smooth operation of the construction office. This role involves managing office procedures, handling communication, maintaining records, and providing support to management and staff. The Admin Officer ensures that all administrative duties are completed efficiently and in compliance with company policies and procedures.

Key Responsibilities:

1- Office Administration:

• Manage day-to-day office operations, including answering phone calls, responding to emails, and handling correspondence.
• Organize and maintain office files, records, and documents (both digital and physical), ensuring confidentiality and proper documentation.
• Ensure that office equipment, supplies, and resources are available and in working order by coordinating with vendors and suppliers.

2- Support to Management and Staff:

• Provide administrative support to project managers, site supervisors, and other staff members by preparing reports, presentations, and documentation.
• Assist in scheduling meetings, appointments, and conferences, and coordinate travel arrangements for staff as needed.
• Prepare and distribute internal memos, reports, and other communications to ensure information is shared effectively across the team.

3- HR and Payroll Support:

• Assist the HR team with onboarding new employees by preparing orientation materials, maintaining personnel records, and processing necessary paperwork.
• Coordinate with the payroll department to ensure accurate and timely processing of timesheets, attendance, and employee records.
• Support recruitment efforts by scheduling interviews and managing communication with candidates.

4- Procurement and Inventory Management:

• Assist in the procurement of office supplies, safety gear, and construction materials as needed.
• Maintain inventory of office and site supplies, ensuring timely replenishment and accurate record-keeping.
• Liaise with suppliers and contractors to ensure timely delivery of materials and services.

5- Compliance and Reporting:

• Ensure that administrative tasks are carried out in accordance with company policies, industry regulations, and legal requirements.
• Prepare and submit reports to management, including progress updates, expense reports, and compliance documents.
• Assist in ensuring that the construction site and office comply with health and safety regulations by coordinating with the health and safety team.

6- Record-Keeping and Documentation:

• Maintain records related to construction projects, including contracts, permits, and site documentation.
• Ensure that all documents are properly archived and accessible for future reference.
• Track and manage employee certifications, licenses, and training records, ensuring that they are up-to-date.

7- Coordination of Site Visits and Events:

• Coordinate site visits, tours, and meetings for clients, vendors, and other stakeholders.
• Assist in organizing company events, such as safety trainings, employee appreciation days, or other gatherings.

Qualifications:

• Bachelor’s degree in Business Administration, Management, or a related field (or equivalent experience).
• 2+ years of experience in an administrative role, preferably in the construction industry or a related field.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with office management software.
• Strong organizational and multitasking skills with a keen attention to detail.
• Excellent verbal and written communication skills.
• Ability to work independently and as part of a team in a fast-paced environment.

Key Competencies:

• Strong time management and prioritization skills.
• Ability to handle confidential information with discretion.
• Problem-solving and critical-thinking abilities.
• High level of professionalism and integrity.
• Ability to manage multiple tasks simultaneously while maintaining accuracy and efficiency