Administrative Assistant

About the Role

We are an interior fit-out and contracting company delivering commercial, retail, F&B, and residential fit-out projects across the UAE. We are looking for an organised and proactive Admin Assistant to support our project, procurement, and management teams with day-to-day administration, document control, and coordination — keeping our projects running smoothly from the back office.

Key Responsibilities

General Administration

• Provide day-to-day administrative support to the management, projects, and procurement teams.
• Manage incoming calls, emails, and correspondence; handle front-office/reception duties and visitor coordination.
• Schedule meetings, prepare agendas, take minutes, and follow up on action items.
• Maintain office supplies, stationery, and pantry stock, and coordinate office facilities and maintenance.

Document Control & Filing

• Maintain organised physical and digital filing of project documents — drawings, BOQs, quotations, LPOs, contracts, method statements, and material submittals.
• Log and track document versions, transmittals, and approvals between the office, site teams, clients, and consultants.
• Prepare, format, and issue letters, transmittals, and reports as required.

Project & Procurement Support

• Assist the projects team with preparing and tracking LPOs, supplier quotations, and delivery schedules.
• Coordinate with suppliers and subcontractors on orders, deliveries, invoices, and follow-ups.
• Maintain project trackers (material status, approvals, snag lists) and update them regularly.
• Support site teams with documentation, permits, and logistics coordination.

Authority & Approvals Coordination

• Assist in preparing and submitting documents for authority and landlord approvals (e.g. Dubai Municipality, Civil Defence, DEWA, mall/developer fit-out approvals, NOCs, and access/gate passes).
• Track approval status and renewal/expiry dates to avoid project delays.

Finance & HR Support

• Maintain petty cash records, log expenses, and prepare basic expense and reimbursement summaries for accounts.
• Support HR/PRO coordination — staff attendance, leave records, timesheets, and visa/document tracking.
• File and maintain confidential company and employee records.

Requirements

• 2–3 years of administrative experience in the UAE, preferably with a fit-out, interior, or construction/contracting company.
• Diploma or Bachelor's degree in Business Administration or a related field.
• Strong proficiency in MS Office (Excel, Word, Outlook) and comfort with document-control/trackers.
• Excellent organisational and multitasking skills, with the ability to handle competing priorities in a fast-paced project environment.
• Strong written and verbal communication in English; ability to liaise professionally with clients, consultants, suppliers, and site teams.
• Good attention to detail and a high level of discretion with confidential information.

Pay: Up to AED2,500.00 per month

Work Location: In person