Administrative Support - Saudi National
The Administrative Support professional will provide comprehensive administrative, document control, coordination, and office support services to the project management and supervision teams. The successful candidate will play a key role in ensuring the efficient day-to-day operation of the project office, maintaining accurate records, coordinating meetings, managing project documentation, and supporting project personnel.
This role requires a highly organized individual with strong communication skills, attention to detail, and the ability to work effectively in a fast-paced construction project environment.
Administrative Support
- Provide day-to-day administrative support to the Project Director, Resident Engineers, Project Managers, and wider project team.
- Prepare, format, and distribute correspondence, reports, presentations, meeting minutes, and project documentation.
- Maintain organized filing systems for both electronic and hard-copy records.
- Coordinate and manage calendars, appointments, meetings, and conference room bookings.
- Arrange travel, accommodation, transportation, and logistics for project personnel when required.
- Screen and direct incoming calls, emails, and correspondence.
Project Coordination
- Support the coordination of project activities between project management, supervision teams, clients, contractors, and subcontractors.
- Assist in preparing project reports, weekly updates, dashboards, and status reports.
- Track action items arising from meetings and follow up with stakeholders on outstanding tasks.
- Coordinate internal and external meetings, workshops, and project reviews.
- Ensure project documentation is distributed to relevant stakeholders in a timely manner.
Document Management
- Maintain accurate project records and documentation in accordance with WSP procedures.
- Support document control activities including document registration, filing, tracking, and archiving.
- Ensure project correspondence, reports, drawings, and submissions are properly recorded and stored.
- Monitor document workflows and assist project teams in maintaining document compliance requirements.
- Support project audits and information management activities.
Office Administration
- Assist with office management activities, including procurement of stationery and office supplies.
- Coordinate onboarding arrangements for new project staff.
- Monitor office facilities and report maintenance or operational issues.
- Liaise with vendors, service providers, and support functions as required.
- Support the mobilization and demobilization of project personnel.
Reporting & Data Management
- Maintain project databases, trackers, and administrative records.
- Prepare routine reports and summaries for project management.
- Assist in compiling monthly reports, timesheets, attendance records, and project administration data.
- Ensure accuracy and confidentiality of project information and records.
Stakeholder Support
- Build and maintain positive working relationships with internal and external stakeholders.
- Support communication between project teams, corporate functions, clients, and contractors.
- Represent WSP professionally when interacting with project stakeholders.
- Diploma or Bachelor's Degree in Business Administration, Office Management, Management Information Systems, or a related discipline.
- Additional administrative or project coordination certifications would be advantageous.
- Minimum 6 years of experience in an administrative support, project coordination, office administration, executive assistant, or similar role.
- Previous experience working on large infrastructure, transportation, roads, highways, construction, or engineering consultancy projects is highly preferred.
- Experience supporting multidisciplinary project teams within a fast-paced project environment.
- Familiarity with project documentation and reporting processes.
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Experience using document management systems and shared collaboration platforms.
- Strong document preparation, formatting, and reporting capabilities.
- Excellent record management and organizational skills.
- Experience maintaining databases, trackers, and project correspondence logs.
- Ability to prepare professional reports, meeting minutes, and presentations.
- Saudi national.
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