Administration Officer

About the Role

This position sits within a global professional services environment focused on energy, chemicals, and resources. The role supports project delivery by keeping administration, logistics, records, and coordination running smoothly across office, site, and travel operations.

The job is centered on ensuring safe, efficient, and compliant administrative support for project teams, contractors, and client-facing activities, while helping maintain budget control and service quality.

Key Responsibilities

• Assist with office administration and facility-related coordination.
• Handle personnel administration and mobilization support.
• Organize flights, hotel stays, site accommodation, and local transport.
• Coordinate movements of staff between headquarters, site locations, and home countries.
• Manage vehicle deployment, driver schedules, and transport planning.
• Support urgent travel and mobilization needs when required.
• Track and control logistics spending against approved budgets.
• Keep administrative records, correspondence logs, and filing systems up to date.
• Help document controllers with transmittals, courier handling, and archiving.
• Manage incoming and outgoing mail, parcels, and official communications.
• Maintain confidentiality and restrict access to sensitive files and documents.
• Record attendance, timesheets, and leave data for PMC personnel.
• Work with project controls and HR on timesheet checks and payroll inputs.
• Monitor annual leave balances and help plan leave utilization.
• Send reminders about contract end dates and leave encashment policies.
• Coordinate administration vendors such as transport, catering, cleaning, and accommodation providers.
• Support procurement activities, including quotations, LPO follow-ups, and service contract coordination.
• Review vendor performance and service level adherence.
• Process invoices for administration services and submit them for finance review.
• Support budget tracking for administration and logistics costs.
• Check invoices, receipts, and backup documents before sending them to finance.
• Maintain petty cash documentation, where applicable.
• Serve as the point of contact for administrative coordination with the client and contractors.
• Support client audits, meetings, and site visits from a logistics perspective.
• Ensure administrative practices follow client procedures and site rules.
• Help maintain compliance with company, client, and regulatory requirements.
• Assist with internal and external audits, including HR, HSE, ISO, and client reviews.
• Keep administrative procedures and tracking tools current.
• Prepare regular administration status updates for PMC management.

Requirements

• A bachelor’s degree in any discipline from an accredited university, or an equivalent qualification.
• Relevant experience as an administrator or in a similar role, preferably in oil and gas or petrochemical projects.

Additional Information

The organization emphasizes a safe, sustainable, and high-quality project delivery approach that meets owner and stakeholder expectations. The workplace values diversity, inclusion, and respectful collaboration, and offers equal employment opportunity regardless of protected characteristics.

The company also highlights a commitment to reskilling, transferable skills, and supporting employees as the energy industry transitions toward lower-carbon infrastructure and technology.

Equal Opportunity Statement

All qualified applicants and employees are considered without discrimination based on age, race, creed, color, religion, sex, national origin, ancestry, disability, veteran status, sexual orientation, gender identity or expression, genetic information, marital status, citizenship status, or any other protected basis under law.

Career Outlook

Employees are encouraged to grow their careers, explore diverse opportunities, and contribute to sustainable change within a values-driven environment that prioritizes belonging, connection, and innovation.