Technical Assistant

Job Description/Specification:

We are seeking a highly organised and detail-oriented Project Administrative Coordinator to provide comprehensive clerical and administrative support within a major projects environment. This role is ideal for experienced administrative professionals with strong data management, reporting, and document control skills who can maintain high standards of accuracy, confidentiality, and compliance while supporting project teams.

The successful candidate will be responsible for maintaining corporate databases, preparing reports and presentations, managing project documentation, supporting financial and administrative processes, and ensuring efficient day-to-day departmental operations in accordance with company policies and procedures.

About This Role

As a Project Administrative Coordinator, you will provide high-level administrative support to Project Managers and project teams by maintaining records, processing data, preparing reports, and coordinating departmental activities. You will work closely with internal stakeholders across multiple departments while ensuring the confidentiality, integrity, and accuracy of project information and business records.

Key Responsibilities

📋 Administrative & Clerical Support

• Provide comprehensive administrative and clerical support to Project Managers and project teams.
• Prepare correspondence, reports, presentations, and project documentation.
• Organise meetings, maintain schedules, and coordinate departmental activities.
• Maintain confidential records and ensure secure handling of sensitive information.
• Support daily office operations while ensuring compliance with company procedures.

📊 Data Management & Reporting

• Maintain, update, and manage project databases and corporate records.
• Review data to ensure accuracy, consistency, and reliability.
• Retrieve, analyse, and organise information from SAP, Microsoft Access, and other corporate systems.
• Generate reports, statistics, and management presentations using project data.
• Ensure timely updates of records within company information systems.

💻 Systems Administration

• Update and maintain records within SAP and other enterprise applications.
• Verify data accuracy before system entry.
• Resolve data processing issues proactively to minimise operational disruptions.
• Monitor information quality and recommend improvements where appropriate.
• Support users with administrative system-related activities when required.

📑 Documentation & Compliance

• Review clerical work to ensure compliance with company policies and quality standards.
• Maintain organised filing systems for project records and documentation.
• Ensure all documentation complies with internal governance requirements.
• Protect confidential business information and maintain data integrity.
• Support internal and external audit activities by providing accurate documentation.

📈 Project & Financial Support

• Assist in preparing project reports, dashboards, and management presentations.
• Support budget tracking and basic financial administration activities.
• Compile project statistics and performance data.
• Assist with project planning documentation and departmental reporting.
• Coordinate with internal departments to facilitate project administration.

🤝 Stakeholder Coordination

• Liaise with departmental administrators and project focal points across the organisation.
• Coordinate with external consultants and suppliers when required.
• Provide guidance to colleagues on administrative procedures and documentation standards.
• Support collaboration across project teams and corporate functions.
• Contribute to knowledge sharing and continuous process improvement initiatives.

🛡️ Compliance, Safety & Governance

• Ensure compliance with company Safety, Health, Environment (SHE), Quality, and corporate governance policies.
• Adhere to company confidentiality, firewall, anti-trust, and competition policies.
• Support organisational initiatives, including Qatarization and workforce development.
• Promote safe working practices and maintain professional standards at all times.

Minimum Requirements

Education

• Completion of Secondary School Education (12 years).
• Diploma or Bachelor's Degree in Business Administration, Office Management, Project Management, Accounting, or a related field is an advantage.

Experience

• Minimum 5 years of experience in a similar administrative, clerical, or project support role.
• Experience supporting project teams within engineering, construction, energy, or large corporate organisations is preferred.
• Experience using enterprise resource planning (ERP) systems such as SAP is highly desirable.

Preferred Skills

• Excellent written and spoken English communication skills.
• Advanced computer literacy and keyboard proficiency.
• Strong organisational and document management skills.
• High level of accuracy and attention to detail.
• Ability to manage confidential information professionally.
• Good analytical, reporting, and problem-solving skills.
• Knowledge of financial and budgetary processes is an advantage.

Technical Skills

• SAP ERP
• Microsoft Access
• Microsoft Excel (Advanced)
• Microsoft Word
• Microsoft PowerPoint
• Database Management
• Data Analysis
• Report Preparation
• Document Control
• Administrative Support

Core Competencies

• Attention to Detail
• Confidentiality
• Organisation
• Communication
• Time Management
• Analytical Thinking
• Teamwork
• Problem Solving
• Accountability
• Professionalism

Who Can Apply?

This opportunity is ideal for professionals currently working as:

• Project Administrator
• Administrative Coordinator
• Project Support Officer
• Office Administrator
• Executive Assistant
• Document Controller
• Administrative Assistant
• Project Clerk
• SAP Administrator
• Project Secretary

Candidates from the Oil & Gas, Energy, Engineering, Construction, Infrastructure, Manufacturing, Government, and Corporate Services sectors are encouraged to apply.

CV Tips

Highlight:

• Experience supporting project managers and multidisciplinary project teams.
• Proficiency in SAP, Microsoft Office, and database management.
• Experience preparing reports, presentations, and management dashboards.
• Knowledge of document control, records management, and administrative compliance.
• Ability to maintain confidentiality while managing sensitive corporate information.

Application Tips

• Quantify your achievements by highlighting the number of projects supported, reports prepared, databases managed, or improvements made to administrative processes.
• Demonstrate expertise in administrative support, project coordination, data management, and enterprise systems such as SAP.
• Highlight experience within large organisations, engineering projects, EPC companies, or the energy sector.
• Include certifications related to Microsoft Office, SAP, Business Administration, Document Control, or Project Management where applicable.
• Optimize your CV with ATS-friendly keywords such as Project Administrator, Administrative Coordinator, SAP, Microsoft Excel, Data Management, Document Control, Project Support, Office Administration, Database Management, Reporting, Administrative Assistant, Records Management, Business Support, Project Coordination, and Corporate Administration.

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