Administrator - Construction Company

Job Description – Administrator

Location: Muscat, Sultanate of Oman
Employment Type: Full-Time
Work Location: In Person

Position Summary

The Administrator is responsible for providing administrative and operational support to ensure the smooth running of the company's office and construction projects. The role involves managing documentation, coordinating with project teams, suppliers, clients, and government authorities, maintaining accurate records, and supporting procurement and HR activities.

The ideal candidate should be highly organized, detail-oriented, and capable of working in a fast-paced construction environment while handling multiple tasks and deadlines.

Key ResponsibilitiesOffice Administration

• Manage the daily administrative operations of the office.
• Handle incoming calls, emails, and official correspondence.
• Organize meetings, appointments, and prepare meeting minutes when required.
• Maintain office filing systems and company records.
• Ensure confidentiality of company documents and information.

Project Documentation

• Prepare, organize, and maintain project files and documentation.
• Manage contracts, quotations, purchase orders, invoices, and delivery notes.
• Maintain document registers and ensure proper filing of project records.
• Coordinate the submission and distribution of project documents.
• Track incoming and outgoing documents related to construction projects.

Procurement & Supplier Coordination

• Assist in obtaining quotations from suppliers.
• Prepare purchase requests and purchase orders.
• Coordinate with suppliers regarding deliveries and documentation.
• Maintain supplier records and procurement files.
• Monitor office and project supply requirements.

Coordination & Communication

• Coordinate with Project Managers, Engineers, Site Supervisors, and subcontractors.
• Liaise with clients, consultants, suppliers, and external stakeholders.
• Follow up on pending documents and project-related requirements.
• Support communication between the head office and project sites.

HR & Administrative Support

• Maintain employee records and personnel files.
• Assist with onboarding documentation for new employees.
• Coordinate leave records, attendance, and administrative forms.
• Support visa, labor, and company documentation when required.

Reporting

• Prepare weekly and monthly administrative reports.
• Maintain document tracking logs.
• Monitor document status and filing accuracy.
• Assist management in preparing reports and presentations.

Required Qualifications

• Diploma or Bachelor's Degree in Business Administration, Office Administration, or a related field.
• Minimum 3 years of administrative experience, preferably in the construction, engineering, or contracting industry.
• Experience handling construction project documentation is highly preferred.

Required Skills

• Excellent organizational and administrative skills.
• Strong written and verbal communication in English (Arabic is an advantage).
• Proficient in Microsoft Office (Excel, Word, Outlook, and PowerPoint).
• Experience in preparing quotations, purchase orders, invoices, and project documentation.
• Knowledge of construction documentation and filing procedures.
• Ability to coordinate with multiple departments and external parties.
• Strong attention to detail and ability to meet deadlines.
• Professional attitude with the ability to work independently.

Knowledge

The successful candidate should have knowledge of:

• Construction office administration
• Document control and filing systems
• Procurement procedures
• Office correspondence
• Record management
• Basic accounting documentation
• Project coordination
• Microsoft Office applications

Core Competencies

• Administrative Excellence
• Document Control
• Organization & Planning
• Communication Skills
• Time Management
• Attention to Detail
• Teamwork
• Problem Solving
• Professionalism
• Accountability

Key Performance Indicators (KPIs)

• Accuracy of documentation and records
• Timely completion of administrative tasks
• Proper maintenance of project files
• Efficiency in document tracking and retrieval
• Timely coordination with suppliers and project teams
• Compliance with company procedures
• Office administration efficiency
• Management satisfaction with administrative support

Pay: RO1.000 - RO2.000 per month

Work Location: In person