Pipeline Department Assistant

Job Title: Pipeline Department Assistant
Department: Pipeline Engineering
Location: Abu Dhabi, UAE
Reporting To: Pipeline Department Manager / Lead Pipeline Engineer

Job Purpose

Provide administrative, coordination, and document control support to the Pipeline Department, ensuring efficient execution of engineering, FEED, EPC, and project activities. Assist in managing departmental documentation, schedules, correspondence, reports, and coordination with internal teams, clients, vendors, and project stakeholders.

Key Responsibilities Administrative Support

• Provide day-to-day administrative assistance to the Pipeline Department team.
• Manage departmental correspondence, emails, meeting invitations, and calendars.
• Prepare, format, and distribute reports, presentations, and departmental communications.
• Organize travel arrangements, accommodation bookings, and expense claims for department personnel when required.

Document Control & Reporting

• Maintain and update pipeline engineering documents, registers, and records.
• Ensure proper filing and retrieval of technical documents, drawings, specifications, and reports.
• Support document transmittals and coordination with Document Control teams.
• Track departmental deliverables and maintain status reports.
• Assist in preparing weekly and monthly progress reports.

Coordination & Communication

• Coordinate meetings, prepare agendas, record minutes of meetings, and track action items.
• Liaise with project teams, clients, subcontractors, and vendors for document and information exchange.
• Follow up on pending actions and ensure timely submission of deliverables.
• Support recruitment onboarding, timesheet collection, and resource coordination activities within the department.

Data Management

• Maintain departmental databases, trackers, and project records.
• Update manpower allocation sheets and resource planning records.
• Generate reports and summaries using Microsoft Excel and other reporting tools.
• Ensure accuracy and confidentiality of departmental data.

Quality, Health, Safety & Environment (QHSE)

• Comply with company policies, procedures, and QHSE requirements.
• Support departmental audits and quality documentation activities.
• Promote adherence to safety standards and company compliance requirements.

Qualifications

• Diploma or Bachelor's Degree in Business Administration, Office Management, Engineering Support, or related discipline.
• Certification in Office Administration or Document Control is an advantage.

Experience

• 2-5 years of experience in an administrative, coordinator, or department assistant role.
• Experience within Engineering Consultancy, Oil & Gas, EPC, FEED, or Infrastructure projects preferred.
• Familiarity with engineering documentation and project workflows is advantageous.

Skills & Competencies

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong document management and organizational skills.
• Excellent written and verbal communication skills.
• Good coordination and stakeholder management abilities.
• Ability to handle multiple tasks and work under deadlines.
• Attention to detail and high level of accuracy.
• Knowledge of document management systems (EDMS/Aconex/SharePoint) is an advantage.
• Professional attitude with strong teamwork and confidentiality.