Office Admin

Job Summary:

The Office Administrator will be responsible for providing administrative, clerical, and coordination support to ensure the smooth operation of daily office and project activities. The role involves handling documentation, procurement coordination, project correspondence, and general office management within a fast-paced fit-out contracting environment.

Key Responsibilities:Administrative Support:

• Manage day-to-day administrative operations of the office and site teams.
• Prepare and maintain company documentation, correspondence, and reports.
• Maintain filing systems for project documentation (drawings, approvals, contracts, etc.).
• Coordinate meetings, appointments, and travel arrangements for management and staff.
• Handle telephone calls, emails, and inquiries professionally.
• Support HR in maintaining employee attendance, leave records, and documentation.

Procurement & Project Coordination:

• Assist in preparing purchase requests, quotations, and supplier comparisons.
• Coordinate with suppliers and subcontractors for materials delivery and invoices.
• Maintain material tracking logs and ensure timely delivery to site.
• Support project managers with administrative documentation such as submittals, approvals, and payment applications.
• Prepare LPOs, delivery notes, and maintain petty cash records.

Finance & Office Management:

• Handle petty cash expenses, invoices, and payment follow-ups with accounts.
• Ensure proper upkeep of office facilities, stationery, and supplies.
• Assist in basic bookkeeping and expense reporting.
• Maintain confidentiality of company data and project-related documents.

Qualifications & Requirements:

• Bachelor’s degree or diploma in Business Administration or related field.
• 3–5 years of administrative experience in the Fit-Out / Construction / Contracting industry in the UAE.
• Good understanding of project documentation and procurement processes.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills in English (Arabic is a plus).
• Knowledge of UAE business operations, document control, and visa/labour processes preferred.
• Ability to multitask and manage time efficiently in a fast-paced environment.

Skills:

• Strong organizational and coordination skills.
• Attention to detail and accuracy in documentation.
• Professional communication and interpersonal skills.
• Team-oriented with the ability to work independently.
• Knowledge of basic accounting procedures is an advantage.

Preferred Experience:

• Previous experience in an interior fit-out or design & build firm.
• Familiarity with project submittals, LPO processes, and site coordination.
• Experience in supporting both office and site-based teams.

Job Type: Full-time