Site Administrator

Site Administrator – Ensuring Seamless Project Execution in a High-Stakes Regulatory Environment

At Subsea7, we are seeking a meticulous and highly organized Site Administrator to serve as the critical administrative and documentation liaison between onshore construction sites and the project office. In this pivotal role, you will operate within a complex regulatory and contractual framework governed by Saudi Aramco’s stringent requirements and Saudi Arabian compliance standards. Your responsibilities will span document control, permit management, client interface, and subcontractor coordination—ensuring all site-level activities are executed with precision, accountability, and full traceability.

As the primary administrative interface, you will uphold the highest standards of documentation integrity, ensuring that all site-generated records—from Method Statements and Inspection Test Plans (ITPs) to Permits to Work (PTWs) and Daily Progress Reports—are managed efficiently and in strict alignment with project and regulatory mandates. Your role demands a deep understanding of Saudi Aramco’s document control procedures, as well as the ability to navigate the intricacies of local permits, subcontractor communications, and client-facing correspondence.

Key Responsibilities

Your day-to-day duties will include:

• Documentation Management: Establish and maintain a robust site document management system, ensuring compliance with Saudi Aramco’s document control requirements and project-specific protocols. Oversee the lifecycle of critical documents, including Method Statements, ITPs, PTWs, Non-Conformance Reports (NCRs), Field Change Requests (FCRs), and Daily Progress Reports. Act as the custodian of all site correspondence, ensuring timely responses and formal acknowledgments to stakeholders, including the project office and Saudi Aramco representatives. Control the issuance and return of As-Built mark-ups, construction drawings, and technical submittals to maintain seamless alignment between site activities and project deliverables.
• Local Permits & Regulatory Compliance: Coordinate the preparation, submission, tracking, and renewal of all local permits essential for onshore construction operations. Serve as the primary liaison with municipal authorities, Saudi Aramco Government Affairs, and Saudi regulatory bodies (e.g., Royal Commission, MOMRA, MEWA) to ensure permit processing adheres to legal and contractual obligations.
• Saudi Aramco Client Interface: Act as the designated point of contact for all Saudi Aramco documentation requests, queries, and formal correspondence. Prepare, submit, and track transmittals to the Saudi Aramco Company Site Representative (CSR), ensuring responses and approvals are obtained within contractually defined timeframes. Maintain and update critical registers, such as the Saudi Aramco Construction Inspection Request (CIR) and Inspection Test Record (ITR), in collaboration with QA/QC teams and third-party inspection agencies.
• Subcontractor Interface & Office Coordination: Serve as the official administrative bridge between onshore construction subcontractors and project offices, ensuring all requests, issues, and technical queries are formally documented, communicated, and resolved with a complete audit trail. Compile and transmit subcontractor Requests for Information (RFIs), Technical Queries (TQs), and deviation requests to project offices, while diligently tracking responses and relaying feedback to site teams.
• Scope-Specific Administrative Duties: For Onshore Pipelines, maintain comprehensive pipeline construction dossiers, including weld maps, welding records (WPS/PQR), PWHT records, radiographic and ultrasonic testing reports, and hydrostatic test packs. For Land Reclamation, document earthwork progress records, compaction test results, survey data handover records, and waste management logs. In Landfall Preparation & Pipeline Pull-In operations, coordinate the documentation package for pull-in activities, encompassing pre-installation inspection records, HDD or open-cut permits, marine/coastal authority approvals (where applicable), and pull-in force monitoring logs.

This role demands a candidate with a proven track record in site administration within the oil & gas or major infrastructure sectors, coupled with a deep understanding of Saudi Aramco’s operational and compliance frameworks. Your ability to thrive in a fast-paced, high-stakes environment—where precision and accountability are non-negotiable—will be instrumental in driving project success.

Qualifications & Experience

To excel in this position, you will bring:

• A Bachelor’s degree in Business Administration, Engineering, or a related field, or an equivalent professional qualification.
• Minimum 5 years of experience in site administration on oil & gas or major infrastructure construction projects, with a preference for candidates who have worked on Saudi Aramco or Saudi Aramco-affiliated projects.
• Demonstrable knowledge of Saudi Aramco’s document control standards and GI (General Instructions) requirements, as well as proficiency in navigating the KSA regulatory framework for site permits.
• Strong proficiency in MS Office Suite (Word, Excel, Outlook) and experience with document management systems such as Aconex, Procore, or equivalent platforms.
• Excellent written and spoken English skills, with the ability to produce clear, concise, and technically accurate documentation.
• A commitment to detail-oriented, structured, and proactive work, with the ability to manage multiple stakeholders while maintaining strict adherence to deadlines and compliance protocols.

If you are a detail-driven professional with a passion for operational excellence and a desire to contribute to large-scale infrastructure projects in Saudi Arabia, we invite you to join our team and help deliver projects of global significance.