Admin Assistant

Location

Dukhan, Qatar Onshore

Residential role

Contract role till 30/04/2026

Qualification

• Bachelor's degree in Business Administration or related field. Relevant training in office management or secretarial field will be necessary.
• Strong organization and planning skills
• Good communication skills (oral and written)
• Teamwork skills and ability to guide others
• Ability to work under pressure and use own initiative
• Tact, diplomacy, and the ability to relate well with other people at all levels - senior to junior
• Strong computer skills: Microsoft Office (Word, Excel, PowerPoint, Access)
• Fluent in English, knowledge of Arabic will be a definite advantage

Experience

• 5 years' experience in executive secretarial and administration support role, or office administration/management in a busy direct supervisor's office, 2 of which as a principal administrator or personal assistant to a direct supervisor.

Primary Duties and Responsibilities

• Manage the direct supervisor's calendar; including scheduling meetings and appointments by answering questions and meeting requests directed to the direct supervisor and ensuring appropriate coordination and notifications.
• Prepare correspondence, compile reports, presentations and other material and handle information requests and perform clerical duties as required by the direct supervisor.
• Coordinate and/or execute all office administration, secretarial and clerical services in the direct supervisor's office.
• Represent the direct supervisor by welcoming and directing visitors, reviewing correspondence, and drafting appropriate responses.
• Receive, filter, direct and/or relay telephone, mail and fax messages and arrange conference calls for the direct supervisor.
• Ensure availability of a full range and appropriate administration resources, services and utilities including office equipment, stationery, refreshments, etc. in the direct supervisor's office.
• Provide administrative support to the direct supervisor including organizing meetings, coordinating agendas, facilitating regular submittals and approvals and tracking action items for completion to ensure specific deadlines are met.
• Assist in conducting basic research, preparing, compiling and/or summarizing reports for the direct supervisor and briefing the direct supervisor as required.
• Interface between the direct supervisor's office and others by ensuring smooth flow of information and documents as required.
• Establish and update a filing system for all documents to the direct supervisor's office for tracking and reference.
• Maintain appropriate control on access and custody of confidential matters and documents in the direct supervisor's office by ensuring appropriate authority and approvals are obtained prior to such access.
• Assist in handling special projects/assignments as directed, such as coordinating special events and other corporate functions by serving as liaison between concerned parties and the direct supervisor's office.
• Prepare and implement document control methodology and system.
• Develop and update the document distribution matrix.
• Register, code, distribute and file in a centralized filing system, all incoming and outgoing technical and commercial documentation.
• Ensure that latest version of documents is timely made available to users especially at plant site.
• Validate that the project document control system is in line or not with the project document control procedure.
• Monitor and expedite review and approval turnaround time of documents to meet contracts requirements.
• Compile statistical report on documentation turnaround time.
• Monitor document control KPI.
• Register and report non-conformity in document control by users and recommend potential action plan to mitigate issues.
• Perform other ad-hoc responsibilities and tasks as assigned by the direct supervisor.