Admin Assistant

Job Description

Office Administrative Assistant

Head Office – Construction Company

Position Title: Office Administrative Assistant
Department: Administration
Reporting To: Dy Manager & DGM
Location: Head Office

Position Summary

The Office Administrative Assistant is responsible for providing administrative, clerical, and office support services to ensure the efficient operation of the Head Office. The role involves handling documentation, correspondence, office coordination, and supporting various departments in day-to-day administrative activities.

Key Responsibilities

Administration & Office Support

• Maintain and organize office files, records, and documents.
• Prepare letters, memos, circulars, reports, and official correspondence.
• Handle incoming and outgoing emails, courier services, and telephone calls.
• Maintain office stationery inventory and monitor office requirements.
• Schedule meetings, appointments, and conference room bookings.
• Assist in preparing presentations, reports, and management documents.
• Maintain office calendars and administrative schedules.

Project & Site Coordination

• Maintain project-related administrative records and correspondence.
• Follow up on timesheets, employee movement records, and site documentation.
• Assist in preparing reports required by management and project teams.

Document Control

• Ensure proper filing and retrieval of company documents.
• Maintain confidential records in a secure manner.
• Track document revisions, approvals, and distribution.
• Maintain digital and physical document archives.
• Support document control procedures and company record management systems.

General Office Duties

• Welcome visitors and assist with reception duties when required.
• Coordinate travel arrangements, hotel bookings, and transportation schedules.
• Support company meetings, events, and training programs.
• Maintain office cleanliness and administrative facilities coordination.
• Perform other administrative duties assigned by Management.

Qualifications & Requirements

• Bachelor's Degree or Diploma in Business Administration, Commerce, or a related field.
• Minimum 2–3 years of experience in Administration or Office Support.
• Experience in Construction, Contracting, or Engineering companies preferred.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Ability to maintain confidentiality and work independently.

Key Competencies

• Administrative Coordination
• Document Management
• Communication Skills
• Time Management
• Attention to Detail
• Problem Solving
• Teamwork & Collaboration
• Professional Ethics

Working Relationships

• Administration Department
• Finance & Accounts Department
• External Vendors and Service Providers

Employment Type: Full-Time, Head Office Based

Pay: AED1,800.00 - AED2,000.00 per month

Work Location: In person