Admin Assistant

Role overview

This position is for an organized Admin Assistant based in Dubai, supporting office administration, front-desk handling, coordination tasks, and general business support in an engineering and infrastructure consulting environment. The role suits someone who is comfortable balancing reception duties, document handling, vendor follow-ups, fleet coordination, and day-to-day workplace support.

Key duties

• Act as the first point of contact for visitors, clients, and vendors, ensuring a courteous and professional reception experience.
• Manage incoming phone calls at reception, route them appropriately, take messages, and respond to routine queries promptly.
• Handle employee requests and provide relevant administrative information when needed.
• Arrange meetings and appointments, and keep calendars organized.
• Support departments and managers with administrative tasks such as data entry, filing, and preparing documents.
• Liaise with suppliers and service providers for office consumables, maintenance, and related services.
• Raise purchase requests, obtain quotations, and track order processing.
• Assist with invoice follow-up and coordinate with finance on payment-related documents and records.
• Help keep office operations running smoothly by monitoring stock, equipment, and housekeeping needs.
• Track the allocation, usage, and condition of company vehicles and make sure records are maintained correctly.
• Monitor vehicle movement, keep trip logs updated, and coordinate with drivers and fleet usage.
• Arrange periodic vehicle servicing and repairs, and maintain inspection records while coordinating with garages and vendors to reduce downtime.
• Work with building management on maintenance, renewals, support requests, and employee complaints.
• Maintain cleanliness and order across the office, including desks, pantry spaces, and shared areas, while coordinating daily housekeeping support.
• Inspect offices and work areas regularly to check maintenance standards, safety compliance, and supply availability, and escalate issues for timely resolution.
• Receive and dispatch mail, parcels, and deliveries.

Candidate profile

• The role calls for 3 to 5 years of relevant experience, ideally in a corporate setting.
• Strong working knowledge of Microsoft Office is required.
• Good verbal and written communication skills, along with solid interpersonal ability, are important.
• The candidate should be highly organized, accurate, detail-oriented, and thorough.
• Discretion and the ability to handle sensitive matters confidentially are essential.
• Flexibility is needed to adapt to shifting priorities and a fast-moving workplace.

Career value

This opportunity offers practical exposure to office coordination, records management, document preparation, data administration, and operational support functions. It can also help build a pathway toward roles such as Administrative Officer, Office Coordinator, Executive Assistant, Project Administrator, Business Support Executive, or Office Manager.

Additional information

The job was listed in Dubai and remains aligned with long-term career development in administrative and office support work. The posting also includes a general fraud warning advising applicants to verify employer details and avoid sharing money or sensitive personal information with suspicious parties.