Admin Assistant

Advanced Construction Technology Services (ACTS) is seeking a highly organized, detail-oriented, and proactive Administrative Assistant to join our Consultancy Department. The successful candidate will provide comprehensive administrative, coordination, tender, documentation, and office support to ensure the smooth and efficient operation of the department and Main Office.

The ideal candidate should have excellent organizational and communication skills, strong attention to detail, and the ability to manage multiple administrative responsibilities while maintaining confidentiality and professionalism.

Key Responsibilities

• Manage and coordinate appointments, meetings, schedules, and other administrative activities.
• Coordinate daily schedules, meetings, and work commitments.
• Receive, organize, distribute, and coordinate external and internal correspondence.
• Arrange meetings, events, and conferences, including coordinating facilities, catering, invitations, and other logistical requirements.
• Maintain attendance sheets and related records for the Main Office.
• Monitor and coordinate petty cash expenses for the Main Office and submit routine statements and supporting records to the Accountant.
• Maintain, monitor, and control stationery supplies for the Main Office and ensure adequate stock levels.
• Take and transcribe dictation and prepare, compose, and process correspondence, reports, and administrative documents.
• Create, update, and maintain databases, spreadsheets, reports, and administrative records.
• Assist in the preparation, compilation, coordination, and submission of tenders and tender documents, ensuring that all required administrative and supporting documents are complete and submitted within the specified deadlines.
• Coordinate with relevant departments to collect documents, certificates, company information, personnel details, and other requirements necessary for tender submissions.
• Maintain organized records of tender opportunities, submissions, deadlines, and related correspondence.
• Arrange travel plans and itineraries, compile travel-related documents, and coordinate transportation and hotel accommodation requirements.
• Coordinate the preparation and filing of corporate legal documents with relevant government agencies in accordance with applicable statutory requirements.
• Follow up on maintenance contracts and coordinate maintenance visits for office tools, equipment, and facilities.
• Follow up on vehicle registrations, renewals, and associated documentation.
• Coordinate the issuance, renewal, and cancellation of project gate passes and access permits for employees and personnel assigned to various projects, ensuring that all required documents are submitted and kept up to date.
• Maintain, update, and review personnel files and coordinate with personnel and legal offices to ensure employee records and required documentation remain up to date.
• Coordinate with insurance agents to ensure appropriate insurance coverage for company assets and maintain related insurance files and records.
• Act as custodian of corporate documents, records, and confidential administrative files.
• Establish and maintain an organized database of job applications, including screening, categorization, filing, and record keeping.
• Place uniform orders and maintain accurate and up-to-date uniform inventory records.
• Prepare appointment letters and maintain employees’ contact information together with all required supporting documents.
• Coordinate visa requirements and related documentation, including travel arrangements and hotel accommodations.
• Establish and maintain an organized archiving system for the Mediatheque, including CDs, DVDs, videotapes, books, and other media.
• Prepare and process purchase requests related to administration and implement the applicable purchasing procedures for other divisions.
• Provide general administrative and coordination support to the Consultancy Department and assist with other administrative requirements as assigned by the relevant Department Head(s).

Qualifications & Requirements

• Bachelor’s degree or diploma in Business Administration, Office Administration, Management, or a related field.
• Previous experience as an Administrative Assistant, Secretary, Office Administrator, or similar administrative position.
• Experience in an engineering, construction, consultancy, or professional services environment is an advantage.
• Experience in tender preparation, tender submission, document coordination, or project administration is preferred.
• Familiarity with project gate pass issuance and renewal procedures is an advantage.
• Proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook.
• Excellent written and verbal communication skills in English.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy in documentation and record keeping.
• Ability to handle confidential information with discretion and professionalism.
• Strong coordination, follow-up, and problem-solving skills.
• Ability to work independently and effectively coordinate with employees, departments, clients, suppliers, and external parties.
• Ability to manage multiple deadlines and administrative requirements simultaneously.

Key Skills

Administrative Support | Tender Coordination | Tender Submission | Document Control | Project Administration | Gate Pass Coordination | Office Administration | Scheduling | Record Keeping | Travel Coordination | Microsoft Office | Communication | Organization

How to Apply

Interested candidates are invited to submit their updated CV through Indeed. Only shortlisted candidates will be contacted.

Pay: QAR3,000.00 per month

Application Question(s):

• The salary will be QAR 3,000 per month (Full Package)
• Have you read the Job Advertisement, including the Key Responsibilities
• Are you inside Doha?
• Are you willing to transfer your sponsorship to our company?

Work Location: In person