Administrative Support - Saudi National

Administrative Support

• Provide day-to-day administrative support to the Project Director, Resident Engineers, Project Managers, and wider project team.
• Prepare, format, and distribute correspondence, reports, presentations, meeting minutes, and project documentation.
• Maintain organized filing systems for both electronic and hard-copy records.
• Coordinate and manage calendars, appointments, meetings, and conference room bookings.
• Arrange travel, accommodation, transportation, and logistics for project personnel when required.
• Screen and direct incoming calls, emails, and correspondence.

Project Coordination

• Support the coordination of project activities between project management, supervision teams, clients, contractors, and subcontractors.
• Assist in preparing project reports, weekly updates, dashboards, and status reports.
• Track action items arising from meetings and follow up with stakeholders on outstanding tasks.
• Coordinate internal and external meetings, workshops, and project reviews.
• Ensure project documentation is distributed to relevant stakeholders in a timely manner.

Document Management

• Maintain accurate project records and documentation in accordance with WSP procedures.
• Support document control activities including document registration, filing, tracking, and archiving.
• Ensure project correspondence, reports, drawings, and submissions are properly recorded and stored.
• Monitor document workflows and assist project teams in maintaining document compliance requirements.
• Support project audits and information management activities.

Office Administration

• Assist with office management activities, including procurement of stationery and office supplies.
• Coordinate onboarding arrangements for new project staff.
• Monitor office facilities and report maintenance or operational issues.
• Liaise with vendors, service providers, and support functions as required.
• Support the mobilization and demobilization of project personnel.

Reporting & Data Management

• Maintain project databases, trackers, and administrative records.
• Prepare routine reports and summaries for project management.
• Assist in compiling monthly reports, timesheets, attendance records, and project administration data.
• Ensure accuracy and confidentiality of project information and records.

Stakeholder Support

• Build and maintain positive working relationships with internal and external stakeholders.
• Support communication between project teams, corporate functions, clients, and contractors.
• Represent WSP professionally when interacting with project stakeholders.

• Diploma or Bachelor's Degree in Business Administration, Office Management, Management Information Systems, or a related discipline.
• Additional administrative or project coordination certifications would be advantageous.
• Minimum 6 years of experience in an administrative support, project coordination, office administration, executive assistant, or similar role.
• Previous experience working on large infrastructure, transportation, roads, highways, construction, or engineering consultancy projects is highly preferred.
• Experience supporting multidisciplinary project teams within a fast-paced project environment.
• Familiarity with project documentation and reporting processes.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience using document management systems and shared collaboration platforms.
• Strong document preparation, formatting, and reporting capabilities.
• Excellent record management and organizational skills.
• Experience maintaining databases, trackers, and project correspondence logs.
• Ability to prepare professional reports, meeting minutes, and presentations.
• Saudi national. 

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