PMC Project Admin Assistant (UAE National)
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Key skills for this role
About the Role
Wood seeks a PMC Project Admin Assistant for ADNOC in Abu Dhabi to manage project documentation, coordinate document flow, and ensure compliance. Requires 10+ years of document control experience in oil & gas/EPC/PMC projects and proficiency in EDMS systems like Aconex.
Key Skills for This Role
Responsibilities
- Establish and maintain the document control system in line with PMC and client standards
- Manage the receipt, logging, distribution, tracking, and filing of all project documents
- Ensure all documentation is correctly numbered, classified, and archived
- Maintain up to date document registers and trackers (e.g., MDR, transmittals, drawing registers)
- Act as the focal point between PMC, EPC contractors, vendors, and client for all document related matters
- Ensure timely distribution of drawings, specifications, procedures, and vendor documents
- Coordinate with engineering, construction, QA/QC, and commissioning teams to ensure document availability
- Ensure all documents comply with project document control procedures and naming conventions
- Perform quality checks on incoming and outgoing documents
- Maintain version control and ensure only latest revisions are in circulation
- Support audits by ensuring document traceability and compliance with ISO standards
- Utilize document management systems such as Aconex, EDMS, SharePoint, or similar
Requirements
- Diploma or Bachelor's degree in Business Administration, Engineering, or related field
- 10+ years of document control experience in oil & gas / EPC / PMC projects
- Strong site based experience (onshore/offshore projects preferred)
- Experience working with PMC organizations on large scale projects
- Strong knowledge of document control procedures and standards
- Proficiency in EDMS systems (Aconex highly preferred)
- Excellent organizational and multitasking skills
- Strong attention to detail and accuracy
- Good communication and stakeholder coordination skills
- Ability to work under pressure in a fast paced site environment
Full Job Posting
Job Objective
- The Project Admin Assistant is responsible for managing, controlling, and coordinating all project documentation in accordance with PMC procedures, client standards, and project requirements.
- This role ensures accurate document flow between contractors, vendors, and the client while maintaining full traceability and compliance.
Document Control Management
- Establish and maintain the document control system in line with PMC and client standards.
- Manage the receipt, logging, distribution, tracking, and filing of all project documents.
- Ensure all documentation is correctly numbered, classified, and archived.
- Maintain up to date document registers and trackers (e.g., MDR, transmittals, drawing registers).
Interface & Coordination
- Act as the focal point between PMC, EPC contractors, vendors, and client for all document related matters.
- Ensure timely distribution of drawings, specifications, procedures, and vendor documents.
- Coordinate with engineering, construction, QA/QC, and commissioning teams to ensure document availability.
Quality & Compliance
- Ensure all documents comply with project document control procedures and naming conventions.
- Perform quality checks on incoming and outgoing documents.
- Maintain version control and ensure only latest revisions are in circulation.
- Support audits by ensuring document traceability and compliance with ISO standards.
Site Support
- Maintain and control site copies of approved drawings and documents.
- Ensure superseded documents are removed from circulation.
- Support construction and commissioning teams with timely document retrieval.
- Manage redline markups and ensure proper incorporation into as built documentation.
Systems & Reporting
- Utilize document management systems such as Aconex, EDMS, SharePoint, or similar.
- Generate periodic reports (document status, overdue documents, workflow tracking).
- Monitor document turnaround times and highlight delays.
Close Out & Handover
- Ensure proper compilation and submission of final documentation dossiers.
- Coordinate with contractors for final as built documentation.
- Support project handover by ensuring document completeness and accuracy.
Education and Experience
- Diploma or Bachelor’s degree in Business Administration, Engineering, or related field.
- 10+ years of document control experience in oil & gas / EPC / PMC projects.
- Strong site based experience (onshore/offshore projects preferred).
- Experience working with PMC organizations on large scale projects.
Skills & Competencies
- Strong knowledge of document control procedures and standards.
- Proficiency in EDMS systems (Aconex highly preferred).
- Excellent organizational and multitasking skills.
- Strong attention to detail and accuracy.
- Good communication and stakeholder coordination skills.
- Ability to work under pressure in a fast paced site environment.
Preferred Experience
- Prior experience on projects with major operators like ADNOC.
- Familiarity with project lifecycle from engineering through commissioning and handover.
- Experience handling high volume documentation in multi contractor environments.
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