Office Administrator / Secretary

Office Administrator / Secretary

Company: Spazio Interiors LLC
Location: UAE
Employment Type: Full-time

Role Overview

Spazio Interiors LLC is looking for an organized, responsible, and proactive Office Administrator / Secretary to manage daily office coordination, documentation, communication, and follow-ups.

The ideal candidate should be able to work independently, keep records organized, follow up on pending matters, and support management and the project team without requiring constant supervision.

Key Responsibilities

• Handle incoming phone calls, WhatsApp messages, emails, and general enquiries
• Coordinate appointments, meetings, and management schedules
• Prepare quotations, invoices, purchase orders, letters, and other company documents
• Maintain organized digital and physical records for clients, suppliers, employees, and projects
• Follow up with clients regarding quotations, approvals, payments, and pending documents
• Follow up with suppliers regarding quotations, material availability, deliveries, and documentation
• Maintain employee attendance, overtime, leave, and basic payroll records
• Assist with petty cash, expense tracking, and basic accounts documentation
• Maintain records of company licenses, visas, insurance, vehicle documents, and renewals
• Coordinate with PRO, accounting, HR, suppliers, and other external parties when required
• Maintain project and client files
• Track pending tasks and ensure proper follow-up until completion
• Assist management with reports, Excel sheets, letters, and general administrative work
• Coordinate communication between office staff, designers, project managers, site teams, clients, and suppliers
• Maintain confidentiality of company and employee information

Required Skills

• Good written and spoken English
• Strong Microsoft Excel and Word skills
• Professional telephone, email, and WhatsApp communication
• Good organizational and time-management skills
• Strong attention to detail
• Ability to manage multiple tasks and deadlines
• Good follow-up skills
• Basic understanding of invoicing, quotations, and office accounts
• Ability to work independently
• Previous UAE experience is preferred

Preferred Experience

Experience in any of the following industries will be an advantage:

• Interior fit-out
• Construction
• Contracting
• Furniture
• Joinery
• Architecture
• Real estate

Ideal Candidate

We are looking for someone who takes ownership of tasks, maintains accurate records, follows up consistently, and helps keep the office organized and running efficiently.

Pay: AED3,000.00 - AED4,000.00 per month

Work Location: In person