Job description

Site Admin

Location: Rumah Site, Riyadh Region, Saudi Arabia

Job Summary

The Site Administrator is responsible for providing comprehensive administrative and logistical support to project operations at the site. The role ensures smooth coordination of personnel, visitors, subcontractors, inspections, documentation, transportation, accommodation, security communications, and general site administration activities to support efficient project execution.

Key Responsibilities

Site Administration & Coordination

• Coordinate administrative activities to support daily site operations.
• Act as the primary point of contact for administrative matters between the project site, client representatives, vendors, subcontractors, and company personnel.
• Assist in coordinating scheduled inspections and related site activities.
• Support technical advisors and project teams with administrative requirements and site-related requests.
• Maintain accurate records, logs, and project documentation.

Mobilization & Demobilization Support

• Coordinate mobilization and demobilization activities for personnel, equipment, tools, materials, and project resources.
• Ensure all required documentation and site access requirements are completed in a timely manner.
• Liaise with relevant stakeholders to facilitate smooth movement of personnel and equipment to and from the project site.

Site Access & Permit Management

• Prepare and process gate passes, access permits, and visitor authorizations for employees, vendors, subcontractors, inspectors, and other authorized personnel.
• Maintain and monitor gate pass records and site access documentation.
• Coordinate with site security and client representatives to ensure compliance with site entry requirements.

Equipment & Resource Coordination

• Coordinate approvals and arrangements for the use of site equipment, including cranes, forklifts, and other shared resources when required.
• Monitor and facilitate the availability of administrative and office supplies, communication devices, and other site support equipment.

Documentation & Reporting

• Assist in preparing, reviewing, and tracking project correspondence, reports, letters, and other required documentation.
• Support the issuance of official project communications, including extension requests, notifications, and client correspondence.
• Maintain organized filing systems for project records and administrative documents.

Personnel Administration

• Support timesheet administration and ensure timely submission and approval processes.
• Maintain personnel movement records and accommodation occupancy information.
• Coordinate onboarding requirements and site orientation for new personnel.

Travel, Transportation & Accommodation

• Arrange hotel accommodations, camp assignments, and transportation for project personnel, visitors, and technical advisors.
• Coordinate airport transfers and local transportation requirements in collaboration with the site team.
• Monitor travel schedules and communicate any changes to relevant stakeholders.
• Confirm personnel departures and arrivals as required.

Health, Safety & Security Support

• Communicate security and site safety information to employees, visitors, and subcontractors.
• Ensure compliance with site security procedures and administrative requirements.
• Support emergency communication and personnel accountability processes when required.

Office Management

• Maintain a clean, organized, and professional office environment.
• Monitor office supplies and arrange replenishment as necessary.
• Ensure office equipment and administrative resources are functioning and available for site personnel.

Qualifications & Experience

• Diploma or Bachelor's degree in Business Administration, Management, or a related field preferred.
• Minimum 3–5 years of experience in site administration, project administration, or a similar role within construction, industrial, engineering, or oil & gas projects.
• Strong knowledge of site documentation, personnel coordination, and administrative processes.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Strong communication and organizational skills.
• Ability to work independently in a remote project site environment.
• Good command of English; Arabic language skills are an advantage.

Skills

Key Competencies

• Administrative Coordination
• Document Control & Record Keeping
• Logistics & Travel Management
• Communication & Interpersonal Skills
• Time Management
• Attention to Detail
• Problem Solving
• Teamwork & Collaboration