Admin Assistant

ZARCO GROUP; Abu Dhabi; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading construction firm in Abu Dhabi is seeking an Admin Assistant to join its team. The role involves assisting project managers with schedules, managing documentation, and facilitating communication with clients, subcontractors, and suppliers. The ideal candidate should have strong organizational skills and be able to maintain positive client relationships. This position offers immediate joining and requires a proactive approach in office management and compliance with safety regulations.

Responsibilities

• Assisting project managers with organizing schedules and project timelines.
• Maintaining records of contracts, invoices, and important documents.
• Handling communication between the company, clients, and suppliers.
• Coordinating meetings and site visits for the team and stakeholders.
• Assisting with ordering office supplies and tracking inventory.
• Preparing invoices and maintaining accurate financial records.
• Maintaining positive relationships with clients and responding to inquiries.
• Managing contracts and ensuring compliance with regulations.
• Assisting with safety regulations and maintaining safety records.
• Managing office operations and supporting HR duties.

Job description

We are looking for an Admin Assistant to join our team.

• Location: Abu Dhabi
• Job Type: Full-time
• Immediate joining

Key Responsibilities

• Assisting project managers/engineers with organizing schedules, deadlines, and project timelines.
• Organizing and maintaining records of contracts, invoices, purchase orders, and other important documents related to projects. This also includes filing and ensuring compliance with regulatory and legal requirements.
• Handling phone calls, emails, and other forms of communication between the company, clients, subcontractors, and suppliers. Ensuring that messages and information are passed on accurately and promptly.
• Coordinating meetings, appointments, and site visits for the team, clients, and stakeholders. Ensuring schedules are kept up to date and any changes are communicated in a timely manner.
• Assisting with ordering office supplies, tools, and materials necessary for ongoing projects. Tracking inventory and ensuring materials are ordered and delivered on time.
• Assisting with the preparation of invoices, tracking payments, and maintaining accurate financial records. This may also involve monitoring expenses and providing reports to management.
• Assisting in client interactions, helping to maintain positive relationships with clients and ensuring they are satisfied with the company's services. This may involve responding to inquiries and concerns.
• Assisting in the preparation, reviewing, and managing of contracts between the company and clients, suppliers, and subcontractors. This includes ensuring that all necessary documentation is in place and compliant with regulations.
• Ensuring that the company is adhering to safety regulations and standards, assisting with organizing training or certifications for staff if required, and maintaining safety records.
• Managing office operations, such as maintaining a tidy workspace, ensuring office equipment is functioning, and sometimes supporting HR duties like maintaining employee records and managing attendance.