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, Power Point, 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, stationary, 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 & 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 Actions Plan to mitigate issues.
- Perform other ad-hoc responsibilities and tasks as assigned by the direct supervisor.