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:**

* 13 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.

**Technical Knowledge and Skills**:

Office administration and coordination

Business correspondence and report preparation

Document management and filing

Microsoft Word Excel PowerPoint and Outlook

Data entry and records maintenance

Office equipment and supplies administration

Meeting and calendar coordination

Administrative reporting

Basic procurement documentation

Vendor and service-provider coordination

Office asset tracking

ERP and document management systems

Email and telephone communication

Basic invoice and expense documentation

Administrative process compliance

**Accountabilities**

**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 your CV to:



Work Location: In person