Administrative Assistant II

The Admin Assistant II provides advanced administrative and logistical support to site leadership, technical teams, and operational staff. This role ensures smooth day‑to‑day functioning of office activities, supports workforce scheduling and documentation, and maintains high standards of accuracy, confidentiality, and professionalism. The position requires strong organizational skills, initiative, and the ability to work in a fast‑paced industrial environment.

Key Responsibilities

• Administrative Coordination — Manage calendars, schedule meetings, coordinate travel, and prepare meeting materials for supervisors and managers.
  
  
• Document Management — Create, edit, track, and archive documents, reports, spreadsheets, and presentations in accordance with company standards.
  
  
• Workforce Support — Assist with onboarding, training records, timesheet verification, and personnel logistics for site-based employees and contractors.
  
  
• Data Entry & Reporting — Maintain databases, compile operational metrics, and generate routine and ad‑hoc reports.
  
  
• Communication Liaison — Serve as a point of contact between site teams, head office, and external stakeholders.
  
  
• Supply & Inventory Support — Track office supplies, coordinate procurement requests, and support cost‑control processes.
  
  
• Compliance & Safety Administration — Maintain safety documentation, support incident reporting workflows, and ensure adherence to site protocols.
  
  
• Logistics Coordination — Assist with camp bookings, shuttle schedules, site access, and other operational logistics.
  
  

Qualifications

• Education Requirements — Diploma or certificate in Office Administration, Business Administration, or related field.
  
  
• Experience Expectations — Administrative experience, ideally in industrial, energy, or remote‑site operations.
  
  
• Technical Skills — Proficiency in MS Office (Excel, Word, Outlook, PowerPoint), SharePoint, and document control systems.
  
  
• Soft Skills — Strong communication, attention to detail, multitasking ability, and discretion with confidential information.
  
  

Competencies

• Organization & Prioritization — Manages multiple tasks with competing deadlines.
  
  
• Problem Solving — Anticipates needs and resolves issues proactively.
  
  
• Team Collaboration — Works effectively with multidisciplinary teams.
  
  
• Professional Judgment — Handles sensitive information with integrity.
  
  

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.