Administrative Assistant

INTEXT INTERIORS; Dubai; On-site; AED 67,000 - 134,000; Full time

Job summary

INTEXT INTERIORS in Dubai seeks a proactive Administrative Assistant to manage daily office operations for interior design and fit-out projects. You will handle calls, emails, visitor inquiries and maintain project files, contracts, quotations and company documents with precision.

Ideal candidates hold a Diploma/ Bachelor in Business Admin, 1–3 years in interior/ construction admin, and are fluent in English and Hindi.

Qualifications

• Bachelor's degree or diploma in Business Administration or a related field.
• 1–3 years of administrative experience in interior design, fit-out or construction fields.
• Excellent communication skills in English and Hindi.
• Proficient in coordinating with clients, suppliers, and project teams.

Responsibilities

• Manage daily office administration and ensure smooth office operations.
• Handle incoming calls, emails, and visitor inquiries professionally.
• Prepare, organize, and maintain project files, contracts, quotations, and company documents.
• Coordinate with project managers, designers, site engineers, suppliers and clients.
• Assist in preparing quotations, purchase orders, invoices, and delivery notes.
• Maintain accurate filing systems (physical and digital) and support accounts with invoices and payments.

Skills

Administrative experience

English proficiency

Hindi proficiency

MS Office

Coordination

Attention to detail

Education

Bachelor's degree or diploma in Business Administration or related field

Tools

Microsoft Office

Job description

Manage daily office administration and ensure smooth office operations Handle incoming calls emails and visitor inquiries professionally Prepare organize and maintain project files contracts quotations and company documents Coordinate with project managers designers site engineers suppliers and clients Schedule meetings appointments and maintain management calendars Assist in preparing quotations purchase orders POs invoices and delivery notes Maintain records of vendor details material orders and project documentation Follow up with suppliers and subcontractors regarding deliveries and documentation Monitor office supplies stationery and pantry inventory arrange purchases when required Support the team with attendance records leave management and employee documentation Maintain accurate filing systems both physical and digital Assist the accounts department by organizing invoices receipts and payment records Coordinate courier services office maintenance and utility-related tasks Ensure compliance with company policies and maintain confidentiality of business information Prepare reports presentations and spreadsheets as required by management Perform other administrative duties to support the successful execution of interior design and fit-out projects

Desired Candidate Profile

• Bachelor's degree or diploma in Business Administration or a related field.
• 1–3 years of administrative experience in an interior design, fit-out or construction company is mandatory.
• Excellent communication skills in English and Hindi.
• Strong interpersonal skills with the ability to coordinate effectively with clients, suppliers, and project teams.
• Proficient in Microsoft Office (Word, Excel, Outlook and PowerPoint).
• Good organizational, multitasking and time management skills.
• Ability to prepare and maintain quotations, purchase orders, invoices and project documentation.
• Strong attention to detail and accuracy in record keeping.
• Professional attitude with the ability to work independently and as part of a team.
• Ability to handle confidential information with integrity and professionalism.
• Positive, proactive and willing to learn in a fast-paced interior fit-out environment.