Admin Coordinator (Oil & Gas)

Department: Operations Support / Administration Reports to: Project Manager / Head of Department Location: Al Hisn, Abu Dhabi, UAE

Employment Type: Full-Time

About the Role:

We are seeking a highly organized and proactive Admin Coordinator (Oil & Gas) to provide essential administrative, technical, and logistical support to our project and operational teams within the oil and gas sector. This role is critical for ensuring smooth workflow management, meticulous record-keeping, and efficient coordination across various project phases. The ideal candidate will leverage their administrative expertise and technical understanding to contribute to the successful execution of our oil and gas projects.

Key Responsibilities:

• Administrative & Coordination Support:
• Provide comprehensive administrative support to project managers and teams, including scheduling meetings, managing correspondence, and organizing project documentation.
• Facilitate internal communication and coordination between various departments (e.g., procurement, engineering, finance, field operations) to ensure project alignment.
• Manage and track project workflows, ensuring all administrative tasks related to project phases are completed efficiently.
• Document & Data Management:
• Maintain meticulous project records, ensuring all documents (contracts, permits, reports, drawings) are accurately filed, updated, and easily accessible.
• Assist in the preparation and formatting of project reports, presentations, and client communications.
• Input and update data within the company's project management and CRM systems, ensuring data integrity.
• Procurement & Vendor Support:
• Assist in the preparation and processing of Local Purchase Orders (LPOs) and Purchase Orders (POs) for project-related materials and services.
• Support the procurement team in maintaining updated vendor lists and managing vendor documentation.
• Coordinate with suppliers for delivery schedules and administrative follow-ups.
• Technical Document Handling:
• Assist in the management and distribution of technical drawings, specifications, and other engineering documents.
• Familiarity with AutoCAD drawings (2D/3D layouts, DWG files) to understand document content for proper filing and distribution is an advantage.
• Support the team in compiling data for Bill of Quantities (BOQ) and quotation preparation.
• Assist in understanding the requirements for oil and gas materials and equipment for documentation and coordination purposes.
• Project Monitoring Assistance:
• Assist in tracking project progress, including compiling data for Daily Progress Reports (DPRs) and monitoring activity schedules.
• Support the Snags Tracker process by logging, assigning, and following up on administrative tasks related to issue resolution.
• Client & Stakeholder Liaison (Administrative):
• Serve as an administrative point of contact for routine client inquiries, directing complex issues to appropriate personnel.
• Assist in preparing client-facing administrative documents and ensuring timely submission of required paperwork.
• Support the team in understanding client needs related to oil and gas services and materials trading, facilitating the fulfillment of client requirements through efficient administrative processes.

Qualifications:

• Education: Bachelor's degree in Business Administration, Office Management, Engineering (Civil, Mechanical, or Chemical preferred), or a related field.
• Experience: Minimum 2-3 years of proven administrative or coordination experience, preferably within the oil & gas, construction, or industrial sectors in the UAE.
• Technical Proficiency:
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) is essential.
• Familiarity with AutoCAD drawings (ability to read and understand basic layouts) is a strong advantage.
• Experience with project management software or CRM systems for data entry and reporting is desirable.
• Basic understanding of procurement documents (LPO, PO) and BOQ concepts.
• Language: Excellent verbal and written communication skills in English. Proficiency in Arabic is a significant advantage.

Skills & Attributes:

• Exceptional Organization: Highly organized with strong attention to detail and the ability to manage multiple tasks and deadlines effectively.
• Proactive & Resourceful: Ability to anticipate needs, identify administrative solutions, and work independently.
• Communication: Clear and professional communication skills, both written and verbal.
• Team Player: Collaborative mindset with a willingness to support various team members and departments.
• Adaptability: Ability to thrive in a dynamic and fast-paced environment.
• Discretion: Capable of handling confidential information with integrity.

Why Join Headway Holding Group?

At Headway, you will be part of a forward-thinking group that values innovation, integrity, and professional growth. We offer:

• A challenging and rewarding role within a diversified and growing organization.
• Opportunities to contribute directly to the efficiency of critical projects in the oil & gas sector.
• A collaborative work environment that fosters continuous learning and professional development.
• Competitive compensation and benefits package.

Headway Holding Group is an equal opportunity employer and values diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, or disability status.

Job Type: Full-time

Ability to commute/relocate:

• Abu Dhabi: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• Are you familiar with oil and gas materials and equipment's? Describe.

Education:

• Diploma (Required)

Experience:

• Oil and Gas Industry: 3 years (Required)