Administration Executive – Project Support

Job Summary

Key Responsibilities

• Prepare and maintain daily manpower allocation reports for various projects.
• Assist in project-wise costing and margin analysis.
• Handle invoicing processes, including preparation, documentation, submission, and follow-up.
• Manage Purchase Orders (LPOs), agreements, and monitor validity and limits.
• Maintain and organize project-related and client documentation, including contracts, quotations, VAT documents, trade licenses, and correspondence.
• Verify, reconcile, and follow up on client and internal timesheets.
• Follow up on payment certificates and ensure timely invoice processing and collections.
• Coordinate GRN collection and upload invoices and documents to client ERP portals.
• Handle daily client coordination, follow-ups, confirmations, and issue resolution.
• Manage manpower mobilization and demobilization activities, including transportation coordination.
• Prepare and submit mobilization documentation as per client requirements.
• Monitor workforce utilization and prepare daily manpower reports for management.
• Track employee movements across projects and maintain accurate records.
• Coordinate worker replacements in cases of absenteeism or productivity issues.
• Monitor project manpower requirements and deployment schedules.
• Coordinate with clients regarding additional manpower requirements and business opportunities.
• Follow up with clients for trade-wise manpower confirmations.
• Review and update manpower rates in line with project costing requirements.
• Coordinate agreement amendments, revisions, and approvals.
• Manage supplier LPOs and coordinate with external suppliers.
• Maintain supplier and labor-related documentation.
• Prepare quotations and commercial proposals as required.
• Maintain working knowledge of client ERP systems for invoicing, mobilization, and demobilization processes.
• Ensure proper filing, record-keeping, and documentation of operational and financial records.
• Generate daily, weekly, and monthly operational reports for management.

Requirements

• Bachelor's degree in Business Administration, Management, Human Resources, or a related field.
• Minimum 2–3 years of experience in administration, operations support, project coordination, or manpower outsourcing.
• Experience handling invoicing, LPOs, contracts, and client documentation.
• Strong proficiency in Microsoft Excel and Microsoft Office applications.
• **Knowledge of ERP systems and client portal operations is an advantage.**
• Excellent organizational and multitasking skills.
• Strong communication and client coordination abilities.
• Ability to work under pressure and meet deadlines.
• Experience in manpower supply, staffing, contracting, or project support environments is preferred.

Preferred Skills

• Advanced Excel reporting and data management.
• Costing and margin analysis.
• Documentation control and record management.
• Client relationship management.
• Strong attention to detail and accuracy.

Benefits

• Annual leave as per UAE Labour Law.
• Air ticket entitlement as per UAE Labour Law.
• Career growth and development opportunities.
• Exposure to project operations and manpower management.