Office Administrator / Secretary

About the Role

Polyline Design & Construction, based in Doha, Qatar, is looking for a skilled and organized Office Administrator / Secretary to oversee daily office operations and administrative support. The position requires coordinating schedules, managing communications, organizing project-related documentation, and assisting management to ensure smooth functioning of the office environment.

Key Responsibilities

• Oversee daily office administration and operational activities, maintaining both digital and physical filing systems.
• Create various official documents like letters, reports, presentations, and meeting minutes.
• Manage incoming and outgoing correspondence, including phone calls and emails.
• Organize company records and project documentation meticulously.
• Coordinate schedules, appointments, and meetings for management, clients, consultants, contractors, and suppliers.
• Arrange travel, accommodation, and transportation for management as needed.
• Support management in special projects and confidential tasks.
• Handle project-related document control, including contracts, quotations, submissions, approvals, and revisions, ensuring compliance with municipal and tender requirements.
• Serve as the primary liaison for clients and visitors, following up on meetings, proposals, and project updates.
• Liaise with suppliers, subcontractors, and consultants; assist with preparing quotations and service agreements.
• Manage office supplies procurement and ensure maintenance of equipment and facilities for a professional workspace.
• Assist with HR functions such as tracking attendance and employee documentation.
• Support financial processes by preparing invoices, following up on payments, maintaining expense records, and generating administrative reports weekly and monthly.

Candidate Profile & Requirements

• Bachelor’s degree or diploma in Business Administration, Office Management, or a related discipline.
• At least 2 years of experience in administrative or secretarial roles, preferably in engineering, architecture, or construction sectors.
• Strong command of English is essential; knowledge of Arabic is advantageous.
• Proficiency with Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
• Exceptional organizational, multitasking, and time management capabilities.
• Professional demeanor paired with excellent customer service skills.

Skills

• Document and records management
• Meeting and calendar coordination
• Professional correspondence handling
• Office operational management
• Client and vendor communication
• Report and presentation preparation
• Confidentiality and discretion

Reporting

This role reports directly to the Managing Partner / General Manager.