Administrative Executive

Job Title: Administrative Executive
Department: Administration
Reporting to: General Manager
Location: Sharjah
Employment Type: Full-Time

Job Summary:

We are looking for a highly organized and experienced Administrative Executive with strong administrative and coordination capabilities, along with a working understanding of basic accounting practices and technical awareness of electrical service operations. The ideal candidate will play a key role in supporting company operations, ensuring effective documentation, procurement tracking, internal communication, and handling day-to-day support functions.

This role is ideal for candidates with a strong administrative background who are comfortable working in a technical service-based environment.

Key Responsibilities:

Executive & Administrative Support

• Provide comprehensive secretarial and administrative assistance to the General Manager, including scheduling, correspondence, meeting coordination, and reporting.
• Review, respond to, and manage daily email communications and ensure timely follow-ups.
• Coordinate effectively with internal departments such as Engineering, Stores, Finance, and HR for smooth communication and documentation workflows.
• Organize and maintain structured documentation, trackers, and filing systems for all office operations.
• Prepare and maintain client and supplier-related records including quotations, work orders, and follow-ups.
• Manage meeting calendars, team reminders, and internal coordination efforts.
• Ensure a professional office environment by overseeing client hospitality, staff support needs, and overall office cleanliness.
• Monitor pantry supplies and office essentials, and coordinate with support staff to maintain adequate stock levels and maintenance schedules.

Technical & Procurement Coordination

• Understand basic electrical/technical terms such as transformers, testing equipment, spares, regeneration units, and field tools.
• Assist in sourcing and procurement of materials and spares from suppliers (local and international).
• Track purchase orders and maintain records of quotations and delivery follow-ups.
• Coordinate with the Stores and Site teams to update inventory records of all equipment (working, in-service, and defective).
• Manage documentation for import/export logistics related to equipment and material movement.

Client Interaction & Communication:

• Respond promptly to customer inquiries and ensure professional communication at all times.
• Prepare, send, and maintain records of client quotations and work orders.
• Handle client hospitality and ensure a welcoming environment.

Marketing & Media:

• Assist in creating online social media content and marketing materials to support the company’s brand presence.

Billing & Invoicing Coordination:

• Reconcile delivery notes with billed and unbilled invoices.
• Share unbilled delivery notes with the concerned managers to facilitate timely billing.

ISO Quality Management System (QMS):

• Act as the team lead for the ISO Integrated Management System (ISO 9001, ISO 18001, ISO 45001).
• Prepare documentation and participate in external and internal audits.
• Conduct and support internal audits and ensure compliance with ISO standards.

Procurement & Inventory Management:

• Assist in sourcing spares and materials from local and international suppliers.
• Maintain records of supplier quotations and purchase orders on the local server.
• Track and manage inventory levels and raise requisitions for replenishment.
• Coordinate with the stores/warehouses to update records of operational and defective equipment.

Office Management:

• Ensure the office environment is clean, organized, and well-maintained.
• Monitor kitchen and office essentials; notify responsible staff for procurement as needed.

Recruitment & HR Assistance:

• Assist in recruitment processes including posting job ads, scheduling interviews, and onboarding new staff.

Logistics & Coordination:

• Coordinate import/export documentation and support logistics operations as required.
• Ensure timely communication, material arrangements, and equipment coordination with internal teams and clients upon receipt of work orders.

Qualifications & Skills:

• Bachelor’s degree in Business Administration, Management, or related field.
• Minimum 3 years of experience in a similar administrative role, preferably in an engineering, industrial, or service-based environment.
• Familiarity with ISO QMS standards (9001, 18001, 45001) and internal audit processes.
• Strong communication skills—both written and verbal.
• Excellent organizational, multitasking, and time management abilities.
• Proficiency in MS Office Suite (Word, Excel, Outlook) and basic graphic tools for content creation.
• Experience with inventory management systems and procurement processes is a plus.

Working Conditions:

• Office-based role with occasional coordination visits to stores/warehouses or client sites.
• Must be flexible to support business needs beyond normal working hours when required.

Application Instructions

Interested candidates are invited to submit their updated CV to:
careers@amecuae.com
Please mention "Administrative Executive Application" in the subject line.

Job Type: Full-time