Admin Assistant Full Time

Are you searching for a rewarding Admin Assistant Job in Dubai with a leading engineering and infrastructure consulting company? SYSTRA is seeking organized and detail-oriented professionals to support office operations, project coordination, and administrative functions. This opportunity is ideal for candidates interested in Admin Assistant jobs in Dubai, administrative assistant careers, office administration roles, business support positions, document controller jobs, and project administration opportunities in the UAE. The role offers valuable exposure to records management, office coordination, data administration, project documentation, and corporate support functions, making it an excellent opportunity for professionals seeking long-term career growth.

Missions/Main Duties

• Serve as the first point of contact for visitors, clients, and vendors providing a warm and professional welcome.
• Manage the reception area, including answering and directing incoming calls, taking messages, and handling inquiries in a timely manner.
• Process employee’s requests and provide relevant information.
• Coordinate and schedule appointments and meetings as needed.
• Provide administrative support to various Departments, Managers, including data entry, filing, and document preparation.
• Coordinate with vendors and service providers for office supplies, maintenance and services.
• Prepare purchase requests, follow up on quotations, and order processing.
• Support invoice tracking and coordinate with finance for payments and documentation
• Ensure smooth office operations by monitoring supplies, equipment, and general housekeeping.
• Oversee daily allocation, usage, and condition of company vehicles, ensuring proper documentation.
• Monitor vehicle movement, maintain trip logs, coordinate with drivers and utilization of fleet
• Coordinate regular servicing, repairs, and record inspections of vehicles, liaising with vendors/garage to ensure safety, reliability, and minimal downtime.
• Coordinate with building management for maintenance, renewals, support, and addressing employee complaints.
• Ensure overall cleanliness and organization of office premises, including workstations, pantry, common areas, coordinating with housekeeping staff for daily upkeep.
• Conduct regular inspections of offices and workspaces to ensure proper maintenance, safety compliance, and availability of required supplies, reporting any issues for timely resolution.
• Handle incoming and outgoing mail, packages, and deliveries.

Profile

• 3 – 5 years relevant experience in a similar role, preferable in a corporate
• Strong knowledge of Microsoft office
• Strong communication and interpersonal skills.
• Good organizational skills with accuracy, attention to detail, and thoroughness.
• Ability to maintain high level of confidentiality and discern sensitive issues.
• Flexibility to adapt to changing priorities and work in fast-paced environment.