Site office administration: correspondence, document control, meeting records and coordination between site and head office.
Direct answer
Gulf Orbit supplies office secretaries to project and site offices anywhere in Saudi Arabia for site administration: managing correspondence, filing and document registers, recording and distributing meeting minutes, and coordinating between site, head office, the consultant and suppliers.
On a project, the site office secretary is often the person who knows where every document is. Incoming and outgoing letters, drawings and submittals are logged in registers, filed to the project's structure and kept at the right revision. When a dispute or an audit comes, those registers are the project's memory. Say how much document control the role includes, so the match covers it.
Letters to the client and consultant, transmittals for drawings and submittals, and replies to site queries all follow a numbering system and a template. A secretary who keeps numbering, dates and attachments consistent saves your engineers from chasing what was sent and when. Share your correspondence templates and numbering rules with the RFQ.
Progress meetings, coordination meetings and safety meetings produce actions that someone must record and chase. The secretary prepares agendas, takes minutes, distributes them promptly and keeps the action log. Minutes that go out a week late lose their value. If minute-taking is a large part of the role, say how many meetings a week, and in which language.
Many Saudi projects correspond with clients and authorities in Arabic and with consultants and suppliers in English. A bilingual secretary who can draft, not only type, in both languages is a different profile from one who works in one language. State the language requirement clearly in the RFQ, because it is the first thing that decides the match.
At the end of a project, the site office's records become the handover and archive: correspondence files, registers, minutes and signed documents. The secretary closes open registers, checks that every transmittal has its acknowledgement, boxes and indexes the files, and hands them to head office or the client. If the requirement runs to project close-out, say so, because the last weeks are often the busiest for administration.
An office secretary usually supports the project manager and the site engineering team, working with the accountant on records and an office assistant on document runs. On large projects, a dedicated document controller may take the registers while the secretary covers correspondence and meetings. Send the size of the site office and the tasks, and the administration support is proposed.
Trade, headcount, site location, start date, duration and shift pattern. Anything you can add about site access and permit requirements shortens the next step.
Complete RFQs get a priced quotation, or an acknowledgement with any questions needed to price them, within 24 hours (Sunday–Thursday).
CVs, iqama and trade documentation, with TUV or Aramco card copies where the trade holds one, are submitted for your review. Nobody mobilizes before you approve the profiles.
In-Kingdom personnel mobilize to sites anywhere in Saudi Arabia within 48–72 hours of the purchase order, subject to worker documents and site approvals. Every worker completes Gulf Orbit's safety induction before deployment, and is briefed on your site's permit-to-work and access requirements.
Iqama, identification and trade documentation are available for client review before mobilization. Where a client requires a specific certification or a trade test before a worker is accepted on site, say so in the requirement and it will be addressed during matching rather than after arrival.
A document controller focuses on registers, revisions and transmittals, often in a document management system. An office secretary covers administration more widely, including correspondence, meetings and coordination. State how much document control the role includes.
Name the system your project uses, such as Aconex or a company system, in the RFQ, so secretaries who have worked in it are put forward.
State the language requirement in the RFQ, including whether drafting is needed in both languages or only typing, so the match covers it.
Often yes, on smaller sites. List the administrative tasks you expect in the RFQ, so the role is matched to the full workload.
Yes. State the location and the reporting line in the RFQ.
Mobilization of in-Kingdom personnel to project sites anywhere in Saudi Arabia takes 48–72 hours from purchase order (PO), subject to worker documents and site approvals.
Share your project scope so we can review requirements and availability.
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