Administrative Support Saudi National📣 Job Ad

About WSP in the Middle East

WSP in the Middle East is seeking a full-time Administrative Support professional to join our team in Riyadh, Saudi Arabia. This role is specifically open to Saudi Nationals and will support the delivery of a major roads and highways infrastructure project.

Role Overview and Purpose

The Administrative Support professional will provide comprehensive administrative, document control, coordination, and office support services. This position is crucial for ensuring the efficient day-to-day operation of the project office, maintaining accurate records, coordinating meetings, managing project documentation, and supporting project personnel within a fast-paced construction environment.

Core Administrative Responsibilities

• Provide day-to-day administrative support to the Project Director, Resident Engineers, Project Managers, and the wider project team.
• Prepare, format, and distribute correspondence, reports, presentations, meeting minutes, and various 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 efficiently.

Project Coordination and Document Control

• Support the coordination of project activities among 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.
• Maintain accurate project records and documentation in accordance with WSP procedures.
• Support document control activities including document registration, filing, tracking, and archiving.
• Monitor document workflows and assist project teams in maintaining document compliance requirements.
• Support project audits and information management activities.

Office Management and Stakeholder Engagement

• Assist with general office management activities, including procurement of stationery and office supplies.
• Coordinate onboarding arrangements for new project staff and support mobilization/demobilization.
• Monitor office facilities and report any maintenance or operational issues.
• Liaise with vendors, service providers, and support functions as required.
• Maintain project databases, trackers, and administrative records, ensuring accuracy and confidentiality.
• Prepare routine reports and summaries for project management, including compiling monthly reports, timesheets, and attendance records.
• 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.

Candidate Profile and Experience

The successful candidate will be a highly organized individual demonstrating strong communication skills and meticulous attention to detail. The ability to work effectively in a fast-paced construction project environment is essential. A minimum of 5 to 10 years of relevant administrative support experience is required for this position.