Administration Secretary Staff

Administration Secretary Staff

Job Purpose

Responsible for managing and controlling project documentation on behalf of the project owner, ensuring all documentation is accurate, complete, and compliant with project standards and contract requirements. The role ensures all technical and contractual documentation is properly tracked and managed, providing transparency and control for the owner. Ensures that all contractors and suppliers adhere to established project documentation protocols.

Key Responsibilities

• Manage documentation flow, including receiving, registering, tracking, distributing, and archiving all incoming and outgoing documents (e.g., contracts, drawings, specifications, QA/QC records).
• Ensure compliance with established quality standards (such as ISO documentation standards), regulatory requirements, and client specifications.
• Maintain data integrity and security of all project documents, including managing access rights and version control.
• Supervise and mentor a team of junior document controllers and administrative staff, providing training on systems and procedures.
• Coordinate with diverse stakeholders, including project managers, engineers, contractors, and clients, to ensure timely document review, approval, and retrieval.
• Conduct regular audits and quality checks of the document management systems and records to maintain accuracy and address compliance issues.
• Generate reports, registers, and logs for progress meetings, management reviews, and audits.
• Support construction and commissioning activities.
• Oversee project handover and close-out documentation and reporting.
• Develop and implement robust document control procedures and workflows across projects.

Requirements

• Diploma in a relevant discipline.
• Minimum 7 years' experience with EPC phases: FEED, detailed engineering, procurement, construction, commissioning, and start-up.
• At least 5 years' experience in the oil and gas industry.
• Minimum 3 years' experience in a related designation or specialty.
• Proven experience in a document control role within engineering, construction, oil and gas, or infrastructure project environments, with prior experience in a senior or supervisory capacity.
• Expert knowledge of electronic Document Management Systems (EDMS) such as Aconex, SharePoint, Pims, or Documentum.
• Proficient in Microsoft Office Suite, especially Excel, Word, and Outlook, and experience with ERP systems such as SAP is an advantage.
• Strong organizational skills, exceptional attention to detail, excellent communication and interpersonal skills, and the ability to work effectively in a demanding team environment.

Preferred Experience

• Prior experience working within a PMC, PMT, Owner's team, or client-side organization.
• Experience applying Saudi Aramco standards, including Saudi Aramco Desktop Standards.
• Prior experience with Saudi Aramco, KJO, or KOC.
• Prior Middle East project experience (Saudi Arabia, Kuwait, UAE, Qatar, Oman).
• Experience in major oil & gas projects, particularly upstream developments.
• Experience in gas production or gas processing facilities, where applicable.

Industry Sectors

• Oil & Gas Onshore
• Petrochemicals & Refining
• LNG Facilities
• Power Plants (CCGT, Thermal, Renewable)
• Mining & Heavy Industrial Plants
• Large Infrastructure / Utilities