Office Coordinator / Office Assistant / Administrator

Job PurposeTo provide efficient administrative and coordination support to the project/office team, ensuring smooth daily operations, accurate documentation, proper correspondence, and timely updating of project records and trackers.Key ResponsibilitiesCoordinate daily office and project administrative activities.Maintain and organize project documents, records, files, and correspondence.Prepare, format, distribute, and track letters, emails, reports, forms, and other project documents.Receive, register, distribute, and maintain records of incoming and outgoing correspondence.Maintain electronic and hard-copy filing systems.Coordinate meetings, prepare meeting rooms, issue invitations, and record meeting minutes when required.Follow up with concerned departments and personnel on pending administrative and project actions.Maintain and regularly update project tracker sheets, including:RFI Tracker – RFI number, subject, submission date, status, response date, responsible party, and pending actions.Letter / Correspondence Tracker – document number, subject, date, recipient, sender, response status, and follow-up actions.Material / Technical Submittal Tracker – submittal number, description, submission date, revision, approval status, comments, and required resubmission date.Document Transmittal Tracker – transmittal number, documents submitted, date, recipient, and status.Drawing / Shop Drawing Tracker – drawing number, title, revision, submission date, approval status, and comments.Material Approval Tracker – material description, supplier, submission status, approval status, and comments.Action / Follow-up Tracker – pending actions, responsible person, target date, and completion status.Ensure trackers are updated regularly and reflect the latest project status.Highlight overdue, pending, or critical items to the Project Manager and relevant team members.Maintain proper document numbering and revision records.Prepare weekly or monthly tracker summaries when required.Coordinate with Document Control, Engineering, Procurement, Construction, QA/QC, and Project Management teams to obtain updated information.Manage office supplies, stationery, printing, and other administrative requirements.Prepare purchase requests and coordinate with Procurement for office-related requirements.Maintain attendance, leave, timesheets, and other administrative records as required.Support employee onboarding, mobilization, and demobilization documentation.Coordinate access cards, accommodation, transportation, and other staff administrative requirements when applicable.Prepare staff lists, contact lists, schedules, and administrative reports.Receive visitors and direct them to the appropriate personnel.Handle telephone calls, emails, and general office inquiries professionally.Maintain confidentiality of company and project information.Provide administrative support to the Project Manager and project team.Perform other administrative and coordination duties assigned by management.Required SkillsGood communication and interpersonal skills.Strong organizational and coordination skills.Strong knowledge of Microsoft Excel, Word, Outlook, and PowerPoint.Good ability to prepare and maintain Excel-based project trackers.Strong attention to detail and accuracy.Good document filing and record-management skills.Ability to follow up with multiple departments and personnel.Ability to identify overdue and pending actions.Good English communication skills; Arabic is an advantage.Ability to work under pressure and meet deadlines.Professional attitude and ability to work with different departments.Preferred Experience2–5 years of experience in office administration, project coordination, or project administration.Previous experience in a construction, contracting, engineering, or project environment is preferred.Experience maintaining RFI, correspondence, submittal, drawing, material, and action trackers is preferred.Familiarity with project document control procedures is an advantage.ReportingReports to the PMT (Project management team) :Key Performance IndicatorsAccuracy and timely updating of project trackers.Proper filing and control of project documentation.Timely distribution and follow-up of correspondence.Effective monitoring of RFIs, letters, submittals, and pending actions.Timely identification and escalation of overdue items.Accurate preparation of weekly/monthly administrative reports.Effective coordination between project departments.Professional and organized office administration.