Secretary / Administrative Coordinator

Job Title: Secretary / Administrative Coordinator

Company Overview

SmartGeo is a leading provider of geotechnical investigations and geophysical survey services across the UAE and the Middle East. We support major construction, infrastructure, oil & gas, and environmental projects by delivering accurate, high-quality subsurface data. Our team works closely with consultants, developers, and contractors to ensure precise, reliable, and timely project outcomes.

Position Summary

We are seeking a highly organized and experienced Secretary / Administrative Coordinator to join our Al Ain office. This full-time, on-site role involves handling administrative operations, supporting management, and ensuring clear communication across departments and with external clients.

Candidates with previous experience working in engineering, geotechnical, geophysical, construction, or consultancy companies will be given priority.

Key Responsibilities

• Manage daily administrative operations, filing systems, and office documentation.
• Handle internal and external correspondence, including emails, letters, and official submissions.
• Maintain schedules, appointments, and calendars for engineers and management.
• Prepare company documents such as quotations, forms, reports, POs, and client submissions.
• Coordinate between office, site teams, clients, and supporting departments.
• Maintain project records, logs, and archives with high attention to detail.
• Assist with HR-related tasks (attendance records, document collection, renewals).
• Support procurement and follow up with suppliers when required.
• Provide front-line customer service through professional communication.
• Ensure smooth office operations and proactive support to management.

Required Qualifications & Skills

• Minimum 10 years of experience in administrative or secretarial roles, preferably in:
• Geotechnical companies
• Geophysical firms
• Engineering consultancies
• Construction or contracting companies
• Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Excellent communication skills in English (Arabic is an advantage).
• Strong organizational, filing, and document-handling skills.
• Ability to multitask effectively and prioritize tasks based on urgency.
• Professional attitude, strong work ethic, and customer service orientation.
• Experience preparing official documents, submissions, and client correspondence.
• Bachelor’s degree in Business Administration, Office Management, or related field (preferred but not mandatory).

Preferred Skills

• Experience handling technical documents (drawings, reports, POs).
• Understanding of basic accounting coordination (invoices, receipts, logs).
• Familiarity with engineering terminology or project workflows.
• Ability to work under pressure and meet tight deadlines.

Job Type: Full-time

Application Question(s):

• Have you worked before in a geotechnical, geophysical, engineering, or construction company?
• If yes, please specify the company name, your role, and your responsibilities.
• re you familiar with handling project documents (submittals, drawings, reports, POs)?

Experience:

• Secretary / Administrative : 10 years (Preferred)