Medical Records jobs in Muscat

Site Administrator

Department

Project / Operations

Reports To

Project Manager / Site Manager

Job Summary

The Site Administrator is responsible for providing administrative, clerical, and coordination support to ensure the smooth operation of oil and gas project sites. The role involves maintaining personnel records, managing documentation, coordinating logistics, handling timekeeping, supporting HR activities, and ensuring compliance with company policies and client requirements.

Key ResponsibilitiesAdministration & Documentation

• Maintain and update site personnel records, files, and databases.
• Prepare, organize, and control project documents, correspondence, reports, and records.
• Ensure all site documentation complies with company and client requirements.
• Maintain incoming and outgoing document registers.
• Support document control activities and filing systems.

HR & Personnel Coordination

• Maintain employee attendance, timesheets, leave records, and manpower reports.
• Coordinate employee onboarding and mobilization activities.
• Track employee certifications, licenses, medicals, and training records.
• Assist with employee welfare, accommodation, and transportation arrangements.
• Coordinate visa, labor card, and site access pass requirements.

Camp & Logistics Support

• Coordinate travel arrangements, accommodation bookings, and transportation schedules.
• Manage office supplies, PPE requests, and inventory records.
• Liaise with vendors and service providers for site-related requirements.
• Support material receiving documentation and delivery tracking.

Reporting & Data Management

• Prepare daily, weekly, and monthly administrative reports.
• Generate manpower status reports and site attendance summaries.
• Update project databases and management information systems.
• Maintain records of subcontractors and visitors.

Compliance & HSE Support

• Ensure personnel documentation complies with company HSE standards.
• Maintain training, induction, and safety certification records.
• Assist in organizing safety meetings and toolbox talks.
• Support audits and inspections by providing required documentation.

Communication & Coordination

• Act as a liaison between site personnel, head office, clients, and subcontractors.
• Coordinate meetings and prepare minutes of meetings.
• Handle site communications, emails, and correspondence.
• Support management with administrative and operational requirements.

Qualification Requirements

• Diploma or Bachelor's Degree in Business Administration, Human Resources, or related field.
• Minimum 3-5 years of experience as Site Administrator, Camp Administrator, or Project Administrator in the Oil & Gas industry.
• Experience working on EPC, construction, maintenance, shutdown, or turnaround projects is preferred.

Skills & Competencies

• Strong knowledge of administrative and document control procedures.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).
• Experience with ERP systems such as SAP, Oracle, or similar.
• Excellent communication and organizational skills.
• Ability to work under pressure in remote site environments.
• Strong attention to detail and record-keeping ability.
• Knowledge of oil and gas site operations and HSE requirements.

Key Performance Indicators (KPIs)

• Timely submission of manpower and attendance reports.
• Accuracy of employee and site records.
• Compliance with document control procedures.
• Efficient coordination of logistics and personnel requirements.
• Zero non-conformities related to administrative documentation.

Work Location

Oil & Gas Project Sites, Camps, Refineries, Petrochemical Plants, Construction Sites, or Remote Field Locations.

Employment Type

Full-Time

Preferred for GCC/Oman Projects: Knowledge of Omani labor laws, ROP requirements, site mobilization procedures, and experience supporting multinational workforces.

Pay: RO300.000 - RO450.000 per month

Work Location: In person