Administrative Assistant

Administrative Assistant

We are seeking an experienced Administrative Assistant to provide critical support for a large-scale personnel mobilization project involving approximately 200 employees. This individual will partner closely with operations leadership to coordinate personnel documentation, visa processing, travel requirements, and administrative activities to ensure employees are properly cleared and prepared for assignment. This is an excellent opportunity for a highly organized administrative professional who thrives in a fast-paced, project-driven environment and has experience managing documentation, travel compliance, visa coordination, and onboarding-related processes.

Key Responsibilities

• Coordinate and track visa applications and supporting documentation for personnel assignments.
• Collect, organize, and submit required documentation to third-party vendors and service providers for visa processing.
• Monitor and maintain records related to employee travel requirements, certifications, vaccinations, and compliance documentation.
• Track international travel requirements and other travel-related compliance items.
• Serve as a liaison between operations leadership, employees, and external partners to ensure timely completion of required documentation.
• Maintain accurate records, reports, and personnel readiness tracking metrics.
• Provide administrative support to operations leaders and project teams.
• Assist with scheduling, document management, data entry, and project coordination activities.
• Support onboarding and workforce mobilization efforts as needed.
• Assist with additional administrative functions during periods of lower project activity.

Qualifications

• Previous experience as an Administrative Assistant, Project Coordinator, Operations Coordinator, or in a similar administrative support role.
• Experience coordinating visa applications, travel documentation, immigration-related processes, or workforce mobilization activities is strongly preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including Excel, Outlook, and Word.
• Experience supporting industrial, energy, engineering, manufacturing, logistics, maritime, or other operational environments is strongly preferred.
• Ability to work independently while collaborating effectively with cross-functional teams.

Additional Information

• This role supports a high-visibility operational project with significant coordination and documentation requirements.
• Candidates with experience in visa processing, travel compliance, personnel mobilization, or onboarding coordination will be highly valued.
• Opportunity for assignment extension based on project timelines and business needs.