Administrative Assistant

Aati Contracts; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

Aati Contracts is seeking a skilled commercial administrative professional with at least 3 years of experience in a contracting company. The successful candidate will manage engineering documents, ensure compliance with standards, and support project teams with document-related tasks, all while upholding high organizational and communication standards.

Qualifications

• Minimum 3 years experience as a commercial administrative in contracting company.
• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Proficient in MS Office (Word, Excel, Outlook) and document management systems.
• Good written and verbal communication skills.
• Ability to handle confidential information responsibly.

Responsibilities

• Receive, log, and distribute engineering and administrative documents.
• Maintain a structured document control system including tracking of revisions.
• Ensure accurate classification, naming, and filing of documents.
• Archive outdated documentation securely.
• Perform document quality checks.
• Liaise with engineering and project teams to clarify or correct document inconsistencies.
• Ensure documents comply with company and regulatory standards.
• Participate in internal audits for quality assurance.
• Assist in preparing and submitting documents for project milestones.
• Provide day-to-day administrative support.
• Support project teams with documentation-related tasks.
• Maintain registers for incoming and outgoing correspondence.
• Coordinate approvals with discipline leads or clients.
• Assist in organizing project documentation for handover packages.

Skills

Organizational skills

Time management

Attention to detail

Proficient in MS Office

Written communication

Verbal communication

Tools

Document management systems

Job description

Essential roles and responsibilities:

• Receive, log, and distribute engineering and administrative documents (electronic and physical) in an organized manner.
• Maintain a structured document control system including tracking of revisions, approvals, and issuance.
• Ensure accurate classification, naming, and filing of technical documents in accordance with engineering standards and project naming conventions.
• Archive outdated documentation securely and ensure controlled access to current revisions.
• Perform document quality checks to verify compliance with file naming protocols, formats, and metadata completeness.
• Knowledge of engineering document naming conventions, standard abbreviations, and numbering systems (e.g., ISO, ANSI, client/project-specific standards).
• Understand various types of engineering drawings and documents such as IFCs, GA drawings, BOMs, RFIs, datasheets, method statements, etc.
• Liaise with engineering and project teams to clarify or correct document inconsistencies.
• Ensure all documents comply with relevant company, client, and regulatory standards.
• Participate in internal audits and maintain accurate records for quality assurance purposes.
• Assist in the preparation and submission of documents required for project milestones or regulatory reviews.
• Provide day-to-day administrative support such as data entry, report formatting, filing, and document scanning.
• Support project and office teams with documentation-related tasks including transmittals, filing logs, and correspondence.
• Maintain registers for incoming and outgoing correspondence.
• Serve as a liaison between engineering, QA/QC, project management, and external parties for document-related matters.
• Follow up on outstanding documentation and coordinate approvals with discipline leads or clients.
• Assist in organizing project documentation for handover packages and closeout.

Skills and Experience:

• Minimum 3 years experience as a commercial administrative in contracting company.
• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Proficient in MS Office (Word, Excel, Outlook) and document management systems.
• Good written and verbal communication skills.
• Ability to handle confidential information responsibly.