Office Administrator/Receptionist

Role Summary

Front-desk and office operations with strong admin/accounting support for an architecture/engineering/construction (AEC) practice. You’ll handle reception, quotations, invoices, payment certificates, basic bookkeeping in Zoho Books, and project document control. Professional appearance and clear English communication are essential.

Key Responsibilities

Front Office & Admin

• Greet visitors; manage calls, WhatsApp, and emails; coordinate meeting rooms and calendars
• Courier/mail handling; office supplies & vendor coordination; travel bookings
• Prepare letters, memos, and standardized forms; maintain tidy digital & physical filing

Accounting & AEC Commercial Support

• Prepare quotations from scope/BOQ; issue sales invoices and credit notes
• Record purchase bills, expenses, receipts; maintain petty cash
• Assist with bank reconciliations, AR aging, payment follow-ups
• Draft Payment Certificates for contractor invoices based on measured work/approvals
• Ensure correct UAE VAT treatment and organize documents for quarterly filing
• Generate routine reports (invoice list, AR/AP, expense summary) from Zoho Books

Project Document Control (AEC)

• Maintain submission logs, NOCs, approvals; apply file naming conventions
• Track correspondence with clients/authorities/contractors; version control (PDF/native)

Qualifications

• 1–4 years in office admin/reception or accounts support; AEC industry exposure preferred
• Hands-on Zoho Books (invoicing, bills, receipts, simple reconciliations)
• Basic accounting and understanding of how AEC firms operate
• Strong English (spoken & written); additional languages a plus
• Professional, presentable, organized; high attention to detail and follow-through
• Proficient with MS Office/Google Workspace; fast, accurate typing
• immediate joiners only.
• Must meet UAE work authorization requirements

Nice to Have

• Experience preparing quotations and payment certificates for contractors
• Familiarity with Dubai authorities (DM, DDA, Trakhees, etc.) submissions and workflows
• Knowledge of WPS inputs and expense claim handling (not payroll processing)
• Female candidate preferred

Job Type: Full-time

Pay: AED3,000.00 - AED4,500.00 per month

Application Question(s):

• Do you have any experience with AEC Business?
• Are you available to join immediately?

Education:

• Bachelor's (Required)