Site Administrator

What will you be doing? ROLE PURPOSE Subsea7 is hiring a Site Administrator (SA) serving as the primary documentation and administrative interface between the onshore construction site and the project office. Operating within a complex regulatory and contractual environment governed by Saudi Aramco requirements and Saudi Arabian regulations, the SA ensures that all site-level documentation, permits, compliance records, and correspondence are managed with accuracy, timeliness, and full traceability KEY RESPONSIBILITIES Documentation Management Establish, maintain, and control the site document management system in compliance with Saudi Aramco document control requirements and project-specific document control procedures. Manage the lifecycle of all site-generated documents including Method Statements, Inspection and Test Plans (ITPs), Permits to Work (PTWs), Non-Conformance Reports (NCRs), Field Change Requests (FCRs), and Daily Progress Reports. Maintain a register of all correspondence between the site, the project office, and Saudi Aramco representatives, ensuring timely responses and formal acknowledgement. Control the issuance and return of As-Built mark-ups, construction drawings, and technical submittals to and from site. Local Permits & Regulatory Compliance Coordinate and manage the preparation, submission, tracking, and renewal of all local permits required for onshore construction activities. Liaise with local municipalities, Saudi Aramco Government Affairs, and relevant Saudi regulatory bodies (e.g., Royal Commission, MOMRA, MEWA) for permit processing and compliance validation Saudi Aramco Client Interface & Requirements Act as the primary point of contact for all Saudi Aramco documentation requests, queries, and site-level formal correspondence. Prepare, submit, and track transmittals to the Saudi Aramco Company Site Representative (CSR) and ensure responses and approvals are obtained within contractually defined timeframes. Maintain and update the Saudi Aramco Construction Inspection Request (CIR) and Inspection Test Record (ITR) registers, coordinating with the QA/QC team and third-party inspection agencies. Subcontractor Interface & Office Coordination Serve as the official administrative interface between the onshore construction subcontractor and the project offices, ensuring all requests, issues, and technical queries are formally captured, communicated, and resolved with full audit trail. Compile and transmit subcontractor Requests for Information (RFIs), Technical Queries (TQs), and deviation requests to the project offices, tracking responses and ensuring timely feedback to site teams. Scope-Specific Administrative Duties Onshore Pipelines: Maintain complete pipeline construction dossiers including weld maps, welding records (WPS/PQR), PWHT records, radiographic and ultrasonic testing reports, and hydrostatic test packs. Land Reclamation: Document earthwork progress records, compaction test results, survey data handover records, and waste management logs. Landfall Preparation & Pipeline Pull-In: Coordinate the documentation package for pull-in operations including pre-installation inspection records, HDD or open-cut permits, marine/coastal authority approvals where applicable, and pull-in force monitoring logs. What experience would we like you to have? QUALIFICATIONS & EXPERIENCE Bachelor’s degree in business administration, engineering, or a related field; or equivalent professional qualification Minimum 5 years’ experience in site administration on oil & gas or major infrastructure construction projects Prior experience working on Saudi Aramco or Saudi Aramco-affiliated projects Demonstrated knowledge of Saudi Aramco document control standards and GI requirements Experience managing site permits within the KSA regulatory framework Proficiency in MS Office Suite (Word, Excel, Outlook) and document management systems (Aconex, Procore, or equivalent) Fluent written and spoken English; solid technical writing skills WORKING CONDITIONS & MOBILISATION This is a full-time, resident site-based position located at the active construction site in the Kingdom of Saudi Arabia. The SA is expected to be on-site 5 or 6 days/week depending on the workload. Working hours are governed by the Project’s site working schedule and Saudi Labour Law provisions, including applicable HSE work-hour controls. The position requires compliance with Saudi Aramco site access requirements including valid site gate passes, HSE induction completion, and adherence to Saudi Aramco Contractor Safety Management System (CSMS) protocols. Onsite Accommodation will be provided. #LI-NE1