Project Administrator (Site)

Job Summary

The Project Administrator (Site) serves as the primary on-site coordinator responsible for personnel mobilization, camp administration, and support services for both blue-collar and white-collar staff . The role ensures effective coordination between the Project Team, Human Resources, Government Relations, and internal departments to maintain smooth operations, optimal manpower deployment, efficient camp facilities, and full compliance with company policies and local regulations.

Key Responsibilities

Manpower Coordination & Mobilization (Blue-Collar & White-Collar)

• Prepare, maintain, and update Manpower Loading Charts and mobilization schedules in coordination with Project Management.
• Liaise closely with HR for mobilization and demobilization , ensuring completion of all required forms, approvals, and clearances.
• Coordinate arrivals and departures , including transportation, accommodation, immigration, and permit formalities.
• Track workforce movements, including new mobilizations, reassignments, demobilizations, and long-leave status .

Regulatory & Compliance

• Coordinate with Government Relations for permits, access passes, security clearances, and site regulatory requirements.
• Ensure all site-related medical examinations are scheduled, completed, and recorded.
• Ensure compliance with company policies, client requirements, HSE standards, UAE labour laws, and immigration regulations .

Onboarding & Employee Support

• Conduct site induction and onboarding sessions for newly mobilized personnel.
• Monitor, process, and track leave applications in line with approved manpower plans.
• Provide administrative and coordination support to client representatives and project personnel as required.

Camp & Facilities Management

• Oversee camp operations , including catering services, food quality, hygiene standards, and corrective actions.
• Supervise housekeeping services for accommodation units, toilets, and common/recreational areas to ensure sanitation standards.
• Maintain and submit daily camp reports , including occupancy status, maintenance logs, and cleaning schedules.
• Receive and address maintenance requests and employee complaints , ensuring timely resolution.
• Monitor and maintain inventory records of camp assets , including kitchen equipment, furniture, fixtures, and utilities.

Timekeeping & Reporting

• Ensure accurate recording and timely submission of timesheets for all site personnel.
• Support payroll and reporting processes by maintaining verified attendance and manpower data.

Qualifications & Experience

• Bachelor’s Degree or Diploma in Administration, Human Resources, Logistics Management , or a related field.
• Minimum 5 years of experience as a Project Administrator (Site) or similar role within EPC, Oil & Gas, or Mechanical projects .
• Proven experience managing large workforces exceeding 1,000 personnel (blue-collar and white-collar).
• Handling of HR grievances
• Strong working knowledge of UAE Labour Law, immigration procedures, camp management, and HSE requirements .
• Excellent organizational, communication, and stakeholder management skills.
• Proficient in MS Office ; experience with ERP systems or site management software is an advantage.