Administrative assistant (UAE National)

Qualifications:

Diploma or Bachelor's Degree in Business Administration, Office Administration, Management, Secretarial Studies, or a related discipline.

Equivalent qualifications supported by relevant administrative experience may be considered.

Experience:

• 1–3 years of administrative, clerical, office coordination, or business support experience.
• Experience within a corporate office, shipbuilding, ship repair, engineering, manufacturing, construction, or industrial environment is advantageous.

Fresh graduates with strong administrative, organizational, and communication skills may also be considered.

Job Responsibilities:

General Office Administration

• Provide day-to-day administrative and clerical support to the Administration Department and other assigned business functions.
• Prepare, format, distribute, and maintain official correspondence, letters, memoranda, reports, forms, and administrative documents.
• Coordinate routine office requirements, including stationery, printing, photocopying, scanning, and other administrative services.
• Maintain orderly office arrangements and coordinate with relevant personnel to address administrative requirements.
• Assist in implementing administrative procedures to improve workflow efficiency, service delivery, and office organization.

Document Management & Records Control

• Maintain accurate electronic and physical filing systems for administrative records, correspondence, agreements, and supporting documents.
• Ensure documents are properly classified, labelled, indexed, and stored in accordance with company document-control requirements.
• Retrieve and distribute authorized documents and information to relevant departments and personnel.
• Monitor document completeness, validity, and expiry dates where applicable, and notify responsible personnel of required action.
• Maintain confidentiality and ensure appropriate access controls for sensitive company, employee, and business information.

Office Coordination & Communication

• Receive, screen, and appropriately direct incoming telephone calls, emails, correspondence, and administrative inquiries.
• Coordinate meetings, appointments, schedules, and internal administrative arrangements as instructed.
• Prepare meeting materials, attendance records, minutes, and action trackers when required.
• Facilitate communication and follow-up between departments regarding administrative requests and outstanding matters.
• Maintain professional communication with employees, visitors, suppliers, contractors, and other stakeholders.

Office Supplies, Assets & Facilities Support

• Monitor office stationery, consumables, and general administrative supplies and coordinate replenishment requests.
• Maintain records of office equipment, furniture, administrative assets, and other assigned company property.
• Coordinate routine maintenance requests, repairs, housekeeping requirements, and facility-related concerns with authorized service providers.
• Assist with the preparation of purchase requisitions and supporting documents for approved administrative requirements.
• Monitor completion of assigned maintenance and service requests and report unresolved issues to the responsible supervisor.

Employee & Departmental Administrative Support

• Assist employees and departments with routine administrative requirements, forms, correspondence, and internal coordination.
• Support arrangements for meetings, training sessions, employee activities, and company events as instructed.
• Coordinate approved travel, accommodation, transportation, courier, and other administrative arrangements where required.
• Assist with administrative requirements for new employees, including office access, workspace readiness, and coordination of assigned resources.
• Maintain administrative trackers and follow up pending requests to ensure timely completion.

Vendor, Service Provider & Expense Administration

• Coordinate routine communication with approved suppliers, contractors, and administrative service providers.
• Collect quotations, service reports, invoices, delivery notes, and supporting documents for authorized administrative requirements.
• Verify the completeness of supporting documentation before forwarding invoices or payment requests to Finance.
• Maintain records of administrative expenditures, service requests, and supplier documentation.
• Report discrepancies, incomplete services, or unauthorized commitments to the responsible supervisor.

Reporting, Compliance & Continuous Improvement

• Maintain updated administrative registers, trackers, schedules, and records required for daily operations.
• Prepare periodic reports covering administrative activities, pending requests, office supplies, service issues, and other assigned matters.
• Ensure assigned administrative activities comply with company policies, approval procedures, confidentiality requirements, and internal controls.
• Support internal audits and management reviews by providing accurate administrative records and supporting documentation.
• Identify opportunities to simplify administrative processes, improve document management, and enhance service efficiency.

Interested Candidates send CV to

[email protected]

Work Location: In person