Timekeeper
Key Skills for This Role
Full Job Posting
Qualifications:
- Bachelor’s Degree in Business Administration, Engineering, Project Management, or a related field.
- Minimum 5–6 years of experience as a Project Support Officer, Project Coordinator, Project Administrator, or similar project support role.
- Proven experience in providing administrative and coordination support to project teams in engineering, construction, infrastructure, or corporate environments.
- Strong knowledge of project documentation, reporting, document control, and project tracking processes.
- Proficient in Microsoft Office Suite, particularly Excel, Word, PowerPoint, and Outlook.
- Experience in preparing project reports, meeting minutes, action trackers, and status updates.
- Ability to maintain project records, schedules, and correspondence in an accurate and organized manner.
- Familiarity with project management tools and systems such as MS Project, SharePoint, Power BI, Oracle, SAP, or similar platforms is an advantage.
- Strong organizational skills with the ability to manage multiple tasks and priorities effectively.
- Excellent communication and interpersonal skills, with the ability to coordinate with internal and external stakeholders.
- High attention to detail and commitment to maintaining data accuracy and document integrity.
- Ability to work independently in an office-based environment and support multiple projects simultaneously.
- Strong problem-solving skills and a proactive approach to project support activities.
- Fluent in English, both written and verbal; Arabic language skills are an added advantage.
Responsibilities:
- Manage the end-to-end administration and coordination of assigned PMC projects
- Coordinate client hiring requests with the Recruitment team
- Submit CVs to ADNOC and coordinate interview scheduling and feedback
- Coordinate employment terms and conditions acceptance with Recruitment
- Coordinate personnel mobilization and demobilization activities with Mobility and Public Relations teams
- Track and update mobilization status and provide regular updates to ADNOC focal points through established trackers
- Ensure accuracy and timely update of ADNOC established CV & Mobilization Trackers
- Coordinate onboarding activities, including inductions, mandatory trainings, medicals, and system access
- Process and maintain ADNOC Fieldglass registrations and personnel records
- Coordinate CICPA applications, renewals, and access requirements
- Manage PAAF and MMA documentation, tracking, and records
- Maintain project personnel trackers, and personal documentation
- Monitor training, certification, medical, and other compliance expiry dates and ensure timely renewals
- Prepare, maintain, and control project correspondence, letters, and document registers
- Coordinate business travel, offshore rotations, transportation, and accommodation arrangements
- Respond to day-to-day manpower and administrative queries from ADNOC focal points
- Coordinate and raise requests in Oracle with HR support on personnel requests, employment letters, experience certificates, and employee-related matters
- Liaise with Recruitment, HR, Mobilization, Payroll, Travel Agencies, HSE, Quality, Public Relations, Finance, and Project Controls to support project delivery
- Ensure all project records, trackers, folders, and documentation remain accurate, current, and audit-ready
- Identify operational issues affecting assigned projects and escalate them appropriately to the Portfolio Manager
- Support continuous improvement of project administration processes and compliance across the PMC portfolio
- Manage the end-to-end monthly timesheet process for all PMC personnel
- Ensure compliance with ADNOC procedures and contractual requirements related to attendance and leave administration
- Collect, review, and validate monthly timesheets for accuracy and completeness
- Follow up with personnel on missing, incomplete, or incorrect timesheets
- Record and maintain approved timesheets within the applicable project folders
- Administer annual leave requests and maintain accurate leave balances
- Reconcile leave records against monthly timesheets to ensure billing accuracy
- Maintain timesheet and leave trackers, ensuring all records remain current and up to date
- Prepare monthly timesheet and leave status reports for Project Controls and Management
- Coordinate with Payroll, HR, Project Controls, and Project Administrators to resolve attendance and leave discrepancies
- Maintain complete records of timesheets, leave documentation, and supporting approvals for audit purposes
- Support month-end invoicing activities by ensuring all timesheet and leave records are finalized within agreed deadlines
- Identify recurring timesheet and leave management issues and recommend process improvements to enhance efficiency, accuracy, and compliance
Preferred Qualifications
- Fluent in English, both written and verbal; Arabic language skills are an added advantage.
About Projects
Global engineering, consulting, and project delivery for energy and materials.
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