Administrative Assistant - FM

Job Title: Administrative Assistant – FM

Location: Doha, Qatar

Reports to: Project Manager

Type: Full-Time

About the Role

We are looking for an experienced Administrative Assistant (4–5 years) to serve as a focal point for our multiple FM sites. You will be the link between the Project Manager and our field engineers and technicians, managing all personnel paperwork while ensuring clear communication flows in both directions.

Key Responsibilities

• Act as the single point of contact for all site documentation across multiple locations.
• Timesheets: Collect, verify, and process timesheets for all site technicians; resolve discrepancies before payroll submission.
• Leave Management: Process and track all leave applications (annual, sick, emergency); maintain real-time attendance records and highlight staffing gaps to management.
• Maintain digital files for site staff certifications, licenses, and safety compliance documents.
• Bridge communication between the Project Manager and on-site technicians/foremen.
• Translate PM directives into clear, actionable administrative tasks for field staff.
• Aggregate feedback, concerns, and operational bottlenecks from sites and present them professionally to the PM for decision making.
• Schedule site visits, meetings, and client walkthroughs between the PM and site supervisors.
• Generate attendance and overtime reports; flag absenteeism trends that may impact service delivery.

Requirements

• 4–5 years of administrative experience, preferably in Facilities Management, Construction, or a blue-collar workforce environment.
• Proven experience handling high-volume documentation (timesheets, leaves) for staff across multiple locations.
• Strong mediation and communication skills, comfortable interacting with both management and front line technicians.
• Highly organized, detail-oriented, and proficient in MS Office (Excel, Outlook) and HRIS/CMMS systems.
• Ability to work independently and enforce policies with tact and firmness.

Job Type: Full-time

Pay: QAR3,000.00 - QAR3,500.00 per month

Work Location: In person