Project Admin Assistant

Job Description

Day to Day, your role will include:

• Coordinate the mobilisation and demobilisation of personnel across multiple projects and locations.
• Ensure all personnel meet client, project, and company onboarding requirements before mobilisation.
• Manage mobilisation schedules and maintain accurate personnel movement records.
• Act as the primary point of contact for employees, contractors, hiring managers, and clients regarding mobilisation activities.
• Verify that all required licences, certifications, qualifications, medical clearances, and training records are current and compliant.
• Monitor expiry dates and proactively coordinate renewals.
• Ensure personnel comply with site-specific and client requirements.
• Maintain accurate records within HR, workforce management, and mobilisation systems.
• Arrange flights, accommodation, ground transport, and site transfers.
• Manage roster changes and travel amendments.
• Liaise with travel providers and accommodation vendors to ensure efficient and cost-effective bookings.
• Resolve travel-related issues as they arise.
• Maintain accurate employee and contractor records.
• Prepare mobilisation reports and workforce status updates.
• Support recruitment, onboarding, and project teams with mobilisation requirements.
• Assist in process improvements to enhance mobilisation efficiency.
• Build strong working relationships with clients, project managers, recruiters, site administrators, and employees.
• Provide timely communication regarding mobilisation status and potential risks.
• Ensure a high level of customer service throughout the mobilisation process.

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