Administrative Assistant

Job Title : Administration Assistant

Location : Doha, Qatar

Type : Contract Qualifications Higher secondary education, with additional training in computer applications.

Training in records management and automated systems is an advantage.

Strong written and verbal English communication skills.

Experience Minimum 5 years’ experience in project document control, preferably within the Oil & Gas industry.

Familiarity with document management systems and quality processes.

Experience supporting logistics, procurement, and vendor coordination is desirable.

Key Responsibilities Support document controllers and administrative staff in managing project documentation activities.

Assist with quality checks on deliverables and ensure proper distribution according to the approved Document Distribution Matrix (DDM).

Prepare weekly project reports (look-ahead, overdue, outstanding, and exceptions).

Generate and issue external transmittals, ensuring approvals and signatures are obtained before distribution.

Maintain hardcopy and electronic filing systems in compliance with quality standards.

Support project dossier reviews, archiving, and disposal of completed documentation.

Assist in staff development and training programs.

Coordinate with vendors and suppliers to expedite purchase orders (POs) and ensure on-time delivery of materials.

Monitor vendor performance, resolve delivery issues, and prevent non-compliance in logistics processes.

Liaise with freight forwarders, courier partners, and government authorities for logistics requirements.

Handle urgent requests, including shutdown-related and critical material needs.

Prepare and maintain regular progress and KPI reports.

Preferred Skills Strong organisational and multitasking abilities.

Good knowledge of logistics, supply chain coordination, and vendor management.

Ability to build effective communication channels with stakeholders.

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