Job description

We are seeking an Administrative Coordinator to join our dynamic team in the Pipeline Construction sector. The ideal candidate will assist in the smooth running of daily administrative operations, support the project management team, and ensure that key operational functions are effectively coordinated. The Administrative Coordinator will play a pivotal role in maintaining project schedules, ensuring compliance with safety standards, assisting with procurement, managing documents, and providing general administrative support for the successful execution of pipeline construction projects.

Key Responsibilities:

Administrative Support:

1.Provide administrative support to project managers, engineers, and field supervisors.

2. Prepare, format, and proofread project-related documentation, including contracts, reports, safety logs, and correspondence.

3. Maintain and organize physical and digital project files, including contracts, permits, inspection reports, and project documentation.

4. Handle incoming communications (phone calls, emails, and correspondence), directing them to the appropriate team members.

5. Coordinate and schedule meetings, including site visits, technical discussions, and team coordination meetings.

Project Coordination:

1. Assist project teams in tracking milestones, deadlines, and deliverables.

2. Monitor and update project schedules, ensuring tasks are on track and completed on time.

3. Communicate with cross-functional teams (engineering, procurement, safety, and HSE) to ensure alignment with project goals.

4. Help prepare project documentation, status reports, and presentations for both internal stakeholders and clients.

5. Assist in maintaining and updating project budgets, timelines, and progress tracking tools.

Procurement and Logistics Support:

1. Assist with procurement activities, including preparing purchase orders, tracking equipment and materials, and liaising with vendors and suppliers.

2. Coordinate logistics for the transportation and delivery of materials, equipment, and personnel to construction sites.

3. Maintain inventory records and ensure materials and equipment are available for project execution.

4. Support the coordination of on-site construction activities, including worker transportation and accommodation logistics.

Compliance and Safety Support:

1. Ensure all necessary permits, certifications, and licenses are in place and up-to-date.

2. Support the health, safety, and environmental (HSE) teams by tracking safety compliance documents and ensuring adherence to safety protocols on-site.

3. Assist in preparing for safety audits and maintaining safety records.

4. Coordinate HSE meetings and training sessions for the workforce.

Timekeeping and Payroll Support:

1. Manage attendance records and timesheets for workers, including tracking hours worked, overtime, and leaves.

2. Work with HR and finance departments to ensure the timely processing of payroll.

3. Address any discrepancies in timekeeping and ensure accurate reporting for payroll processing.

Client and Vendor Communication:

1. Communicate with clients and subcontractors to schedule meetings, provide project updates, and address any concerns.

2. Ensure vendors and suppliers are meeting deadlines and provide follow-up on material or equipment delivery.

3. Assist in preparing invoices, tracking project costs, and coordinating payments.

Document Control and Reporting:

1. Ensure that project documentation (e.g., permits, inspection reports, materials receipts, etc.) is accurately filed and easily accessible.

2. Assist with compiling and submitting reports for internal reviews, stakeholders, and regulatory authorities.

3. Generate project status reports, including progress, cost, and time updates, for management and clients.

Qualifications:

Minimum 3-5 years of experience in administrative support or coordination, preferably in the oil & gas or pipeline construction industry.

Bachelor’s degree in Business Administration, Project Management, or a related field (preferred).

Knowledge and experience in pipeline construction processes, safety standards, and project coordination is an advantage.

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Familiarity with ERP systems (e.g., SAP, Oracle), document control software (e.g., Procore, SharePoint), and project management tools (e.g., Primavera P6, MS Project, Trello).

Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.

Excellent verbal and written communication skills with the ability to interact professionally with internal teams, clients, and vendors.

Strong attention to detail and accuracy in document management and record-keeping.

Ability to work independently and collaboratively in a fast-paced, dynamic environment.

Knowledge of health, safety, and environmental (HSE) compliance within the pipeline or construction industry.

Familiarity with timekeeping and payroll systems.

Software Skills:

Microsoft Office Suite (Excel, Word, PowerPoint, Outlook): Strong proficiency in Excel for tracking and reporting on project schedules, budgets, and attendance.

Project Management Software

Document Control Systems

Timekeeping & Payroll Systems

ERP Software

Physical Requirements:

Ability to work in an office environment, and occasional site visits to construction areas.

Ability to sit for long periods and occasionally lift office supplies or materials.

Willingness to travel to construction sites as required.