Job Responsibilities:
Site Administration Management
Lead and supervise the Site Administration team.
Establish and maintain administrative procedures, site protocols, and office systems.
Ensure proper management of office facilities, permits, access control, and site logistics coordination.
Oversee records management, correspondence tracking, and filing systems.
Ensure adherence to company policies and contractual obligations.
Act as the first point of review for all outgoing and incoming correspondence, flagging items requiring Project Director action.
2. Document Control Management
Lead and supervise the Document Controllers team, ensuring consistent application of document control procedures.
Ensure proper implementation of document control procedures in line with PMC and Client requirements.
Maintain document registers, transmittals, and tracking systems across EDMS platforms (Aconex, SharePoint, On Site App, etc.).
Ensure proper version control, filing, archiving, and retrieval of all project documents.
Monitor document submission timelines and ensure compliance with contractual requirements.
Ensure all project documentation is properly stored, accessible, and audit-ready at all times.
3. Project Document Audits & Compliance
Plan and manage internal and external project document audits.
Ensure project documentation complies with contractual, regulatory, and quality requirements.
Identify documentation gaps and coordinate corrective actions with Contractor and internal teams.
Maintain audit logs and close-out records.
4. Authority Approvals & NOC Coordination (Secondary Function)
Support the Project Director in coordinating with the Contractor to obtain required authority approvals and construction NOCs from relevant Abu Dhabi government entities.
Maintain approval trackers and provide regular status reports to the Project Director.
Liaise with local authorities and regulatory bodies as required to facilitate timely approvals.
5. Stakeholder & Administrative Communication
Act as the primary administrative interface between the PMC team, Contractor, and Client on correspondence and document-related matters.
Maintain effective communication channels across all project stakeholders.
Facilitate authority-related meetings when required and prepare meeting records.
Resolve administrative and document-related issues efficiently and professionally.
6. Reporting & Governance
Prepare periodic reports on document compliance, approvals status, audit outcomes, and administrative performance for the Project Director.
Identify process improvement opportunities to enhance team efficiency and document governance.
Ensure proper risk management practices are applied to document control and approvals tracking.