Site Admin cum Document Controller at Ghobash Group · Abu Dhabi

Company Description

Emirates Electrical & Instrumentation Company LLC is a proud member of the Ghobash Group. For almost 20 years, we have made vital contributions to the Oil & Gas sector of the UAE, executing both onshore and offshore projects. Abu Dhabi National Oil Company (ADNOC) is one of our main clients along with Tier 1 and Tier 2 EPC contractors in this sector. We have the expertise to carry out full EPC&M services for electrical and instrumentation works and bring our intrinsic knowledge to measure and automate exploration, production, separation, refining processes, and distribution through our localized services.

Job Description

• Manage day-to-day site administrative activities and provide operational support to the project/site team.
• Coordinate employee mobilization, site access passes, accommodation, transportation, and other logistics.
• Maintain attendance records, manpower reports, leave schedules, and personnel documentation.
• Coordinate onboarding/offboarding formalities for site employees and subcontractors.
• Handle office supplies, petty cash records (if applicable), and site facility requirements.
• Liaise with HR, Procurement, Logistics, and other departments for smooth site operations.
• Organize meetings, prepare MOM (Minutes of Meeting), and maintain records.
• Ensure compliance with company policies, HSE procedures, and client/site regulations.
• Establish and maintain an efficient document control system for project documentation.
• Receive, register, classify, scan, file, track, and distribute incoming/outgoing documents.
• Maintain document logs such as transmittals, drawings, method statements, RFIs, MIRs, WIRs, NCRs, inspection reports, and correspondence.
• Ensure documents are properly version-controlled, updated, and archived.
• Coordinate with Engineering, QA/QC, Procurement, and Construction teams regarding documentation flow.
• Maintain confidentiality and security of project records and company documents.
• Prepare weekly/monthly document status reports for management.

Qualifications

• Diploma / Bachelor’s degree in Business Administration, Engineering, or related field.
• 3–7 years of relevant experience in Oil & Gas / EPC / Industrial Construction projects.
• Strong knowledge of document control procedures and project documentation systems.
• Experience handling technical documents such as drawings, ITPs, RFIs, MIRs, WIRs, NCRs, material submittals, and QA/QC records.
• Proficient in MS Office, Excel, Outlook, and document management software (Aconex / EDMS / SharePoint / Procore / similar).
• Good communication and coordination skills.
• Ability to work in fast-paced site/project environments.

Additional Information

• Strong willingness to learn and adapt to a dynamic project environment.
• Attention to detail with a commitment to quality and safety.
• Effective communication skills and a team-oriented approach.
• Ability to follow instructions, meet deadlines, and manage time effectively.
• Flexibility to work in shifts and extended hours as project demands require.