Duties and Responsibilities:

The candidate provides everyday office support needs in the execution of office operational needs.  The incumbent is able to perform indoor and outdoor office support needs for routine operational functions.  Works under the direction of a Department Head, Division/Unit Head at office, Rig site or construction location.  Maintains documents delivery control role and provides relocation of documents, equipment and materials in a safe custody.  The candidate will be required to perform:

• Maintains daily calendar of the Manager/work supervisor and sends reminders for the scheduled meetings etc.
• Attends to the phone calls, gives answers to routine questions, takes messages and maintains clear understandable notes.
• Receives visitors and refers other matters to appropriate personnel, as required.
• Types routine office emails and all type of routine correspondence; performs any other clerical or miscellaneous duties as requested by the Manager/work supervisor.
• Collects weekly, quarterly reports and maintains the office folders and filing system.
• Able to handle logs and records of items drawings, flipcharts, engineering documents listing and provides updates to the Manager/Work Supervisor.
• The incumbent is able to drive to and from one site to another in a safest manner.
• The incumbent is able to move the required engineering documents, drawings, material and equipment from one site to another location, if required.
• Provides Document Control support to the team, as required.
• Ability to operate office machines and able to type listings using a computer.
• Helps in organizing business events and meetings, as directed by the supervisor.  Also, updates the safety bulletins around office or field site.
• Handle other office routine stationary needs and other supplies, as directed by the Supervisor.
• Handles all activities in a well safe manner and maintains good safety record.
• Organizing, maintaining, and updating document control systems, ensuring proper filing, archiving, and retrieval of documents.
• Reviewing and verifying the accuracy, completeness, and compliance of all project documentation with relevant standards and procedures.
• Conducting regular reviews and document audits.
• Collaborating with project teams, stakeholders, and other departments to ensure smooth document flow and address any issues.
• Maintaining records of incoming and outgoing correspondences, drawings, and technical submittals.
• Using document management systems to manage and track documents.
• Ensuring that all documentation is managed in compliance with project policies and procedures.

QUALIFICATION AND EXPERIENCE

a) Associate Diploma or Higher Level is preferred. High School level or as equivalent acceptable to Saudi Aramco.  Bachelor's degree is preferred.

b) Minimum 3-5 years relevant of experience working as a Secretary, Reception Assistant and help desk preferably been as expeditor skills.

c)  Able to operate a computer with Microsoft Basic and able to operate basic office equipment.

d) Ability to listen the phone calls carefully and transmit messages effectively.

e) Good understanding of English and Speaking Ability to enable effective written or verbal interpretation of messages clearly.

f) Administration skills.

g) Be thorough and pay attention to detail.

h) Able to work well with others.

i) Customer service skills.

j) Computer soft skills.

k) Knowledge of the English language.

l) Able to accept criticism and work well under pressure.

m) Flexible and open to change.