Administration Assistant

Egis Group; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading international engineering company in Dubai is seeking an Administration Assistant. The role includes managing document control systems, providing administrative support to the Division Director, and ensuring effective communication with stakeholders. Candidates must have a Diploma or Bachelor’s degree in Business Administration and at least 5 years of experience. Proficiency in MS Office is essential. This is a full-time position with no remote work options.

Qualifications

• At least 5 years of experience in a similar business.
• Good communication and team-working skills.
• Strong organizational and multitasking abilities.
• Able to work to tight deadlines.
• Logical thinking and detail analysis skills.

Responsibilities

• Manage document control systems in compliance with company standards.
• Receive, register, distribute, and archive project documentation.
• Manage the Division Director's calendar and correspondence.
• Act as the point of contact between the Division Director and stakeholders.
• Support the preparation of tender submissions and reports.

Education

Diploma or Bachelor's degree in Business Administration

Tools

MS Office

Job description

The responsibilities of the Administration Assistant include but are not limited to:

Document Control:

• Establish maintain and manage document control systems in compliance with company standards.
• Receive register distribute and archive project documentation (drawings technical documents contracts reports correspondence).
• Track document revisions approvals and submissions to ensure accuracy and version control.
• Prepare and maintain logs registers and reports on document status for the Division Director.
• Liaise with project teams consultants and clients to ensure timely submission and receipt of documents

Secretarial & Administrative Support:

• Manage the Division Directors calendar appointments and travel arrangements.
• Draft review and format letters memos reports and presentations.
• Screen calls emails and correspondence ensuring urgent matters are prioritized.
• Organize meetings prepare agendas and take minutes when required.
• Handle confidential information with professionalism and discretion.

Coordination & Communication:

• Act as the point of contact between the Division Director and internal/external stakeholders.
• Follow up on pending tasks correspondence and deliverables.
• Support the preparation of tender submissions project progress reports and executive presentations.
• Coordinate with HR Finance Procurement and Project Managers to streamline processes and provide updates to the Director.

Qualifications :

Diploma or Bachelors degree in Business Administration

Experience in similar business for at least 5 years

Additional Information :

Good communication and team working skills

Strong organizational and multitasking abilities

The ability to work to tight deadlines

Logical thinking and being able to analyze details.

Proficiency in MS Office (Word Excel PowerPoint Outlook)

Reporting skills.

Remote Work :

No

Employment Type :

Full-time