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.