Senior Project Administrator

Desert Group

Industry: Construction | Landscape | Infrastructure

Job Summary

Desert Group is seeking an experienced Senior Project Administrator with a strong background in construction and project-based environments to provide comprehensive administrative and coordination support across multiple projects. The successful candidate will coordinate project documentation, reporting, meetings, correspondence, project records, and administrative workflows while supporting Project Managers, Engineers, and site teams to ensure smooth project execution.

The ideal candidate should have extensive UAE construction experience, strong organizational skills, and the ability to coordinate with internal departments, clients, consultants, and subcontractors.

Key Responsibilities

• Manage day-to-day administrative activities for construction projects and provide direct support to Project Managers and project teams.
• Coordinate project correspondence, emails, letters, meeting minutes, reports, and other project-related communications.
• Maintain and organize project records, registers, trackers, approvals, and administrative documentation.
• Coordinate with clients, consultants, subcontractors, suppliers, and internal departments to ensure timely communication and follow-up.
• Arrange project meetings, prepare agendas, record minutes of meetings, and track action items until closure.
• Prepare and consolidate weekly and monthly project progress reports, manpower reports, status updates, and administrative summaries.
• Monitor project schedules, deadlines, submission dates, approval status, and outstanding actions in coordination with the project team.
• Assist with preparation and tracking of material requisitions, purchase requests, work orders, and other project-related administrative documents.
• Coordinate with Procurement, HR, Finance, QS, Engineering, and Site Operations teams to support project requirements.
• Maintain project staff records, attendance and timesheet information, leave records, and manpower deployment details as required.
• Support project mobilization and demobilization, including arrangements for manpower, equipment, access permits, and site requirements.
• Follow up on project approvals, consultant comments, pending submissions, and outstanding documentation.
• Assist in preparing project presentations, reports, spreadsheets, and management updates.
• Ensure project files and records are properly organized, updated, and readily accessible for audits and management reviews.
• Monitor administrative procedures and ensure compliance with company policies and project requirements.
• Support contract administration activities, including tracking correspondence, instructions, variations, and other project-related records.
• Identify administrative bottlenecks and implement improvements to project coordination and reporting processes.
• Guide junior administrators and coordinate administrative workflows across project teams, where applicable.

Requirements

• Bachelor’s degree or diploma in Business Administration, Project Management, or a related field.
• 8–12+ years of relevant experience in project administration, preferably within construction, civil engineering, infrastructure, or landscape contracting.
• Strong UAE construction industry experience is highly preferred.
• Proven experience supporting Project Managers, Engineers, and site teams on construction projects.
• Good understanding of construction project workflows, project correspondence, reporting, approvals, and coordination procedures.
• Experience maintaining project registers, trackers, meeting minutes, progress reports, and administrative records.

Work Location: In person