Site Admin Assistant

About the Company

GCG Engineering Services has built more than four decades of experience providing advanced engineering solutions and after-sales support. Its offerings include precision instruments, metering systems, flow control equipment, heat exchangers, automation, and electrical and instrumentation bulk trading. The company serves clients across the Oil & Gas, Water, Power, and Industrial sectors throughout the GCC, with a reputation for dependable service and technical know-how.

Role Overview

The Site Admin Assistant will support day-to-day site administration, maintain workforce records, coordinate site logistics, and ensure documentation is accurate and up to date. This role also involves liaising with multiple internal teams and assisting with compliance, reporting, and site coordination tasks.

Key Responsibilities

• Keep personnel files current, including attendance logs, timesheets, and leave data.
• Draft routine administrative updates on a daily, weekly, and monthly basis.
• Arrange employee mobilization and demobilization between project locations and the site.
• Handle site communication, including emails, letters, and organized document storage.
• Support the preparation of gate passes, work permits, and access-related paperwork.
• Track manpower deployment details and accommodation allocations.
• Coordinate transport and other logistics for site-based staff.
• Monitor stationery, office consumables, and other administrative stock.
• Assist with onboarding sessions and induction processes for new joiners.
• Work closely with HR, Payroll, Procurement, and Finance on site-related matters.
• Maintain records of company property assigned to employees at site.
• Support project teams in compiling documentation requested by clients.
• Follow company procedures, client standards, and HSE requirements at all times.
• Set up meetings, prepare minutes, and track completion of agreed actions.
• Manage phone calls, welcome visitors, and carry out general office support tasks.

Qualifications and Experience

A Diploma or Bachelor’s degree in Business Administration, Commerce, or a related discipline is required. Candidates should have 2 to 5 years of administrative experience, ideally gained in Oil & Gas, EPC, Construction, or industrial project environments. Prior exposure to site administration, manpower coordination, timesheet handling, employee records, and document control is important. Familiarity with UAE labour and site documentation processes will be considered an advantage.

Additional Information

The role calls for strong coordination and communication abilities, solid report-writing skills, and excellent attention to documentation. Good command of Microsoft Office tools such as Excel, Word, PowerPoint, and Outlook is expected. Experience with project planning applications like Primavera P6 or MS Project is beneficial. The ideal candidate should be able to juggle multiple priorities, work to deadlines, and stay organized and analytical in a fast-paced site environment.