وظيفة منسق مكتب شاغرة في الدمام لدى جهة غير معلنة

Job Purpose

To 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 Responsibilities

• Coordinate 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 Skills

• Good 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 Experience

• 2-5 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.

Reporting

Reports to the PMT (Project management team) :

Key Performance Indicators

• Accuracy 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.