Administrative Assistant

Phoenix Yacht Management; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A yacht management company based in Dubai is seeking an enthusiastic Administration Assistant to support their interior department. The ideal candidate must be proactive, detail-oriented, and exhibit excellent communication skills. Responsibilities include project coordination, sourcing items, preparing expense reports, and maintaining confidential documentation. This role offers an exciting opportunity to grow in a fast-paced environment and contribute to high standards of client service.

Benefits

Excellent working environment

Opportunities for professional growth

Qualifications

• Proven experience as an administrator or in a similar administrative role.
• Proficient in Microsoft Office and experience with CRM platforms.
• Ability to handle confidential information discreetly.

Responsibilities

• Assist in developing and maintaining project schedules and timelines.
• Research and source items based on design specifications.
• Prepare and submit travel expense reports.
• Maintain a secure filing system for sensitive documentation.
• Prepare presentations and manage general tasks in the Interior Department.

Skills

Excellent communication skills

Detail-oriented

Organisational skills

Initiative

Ability to meet deadlines

Job description

Phoenix is a Yacht Management Company, based in Dubai, the rising hub of luxury yachting. Phoenix is at the centre of every need when it comes to yachting management, sales, charter and much more. Our vastly experienced and highly qualified team equips us with an extensive range of services, covering all areas of yacht management.

We at Phoenix pride ourselves on providing an excellent working environment and exceptional service to our clients. We are currently seeking an enthusiastic and professional Administration Assistant to join our team in Dubai. If you are an experienced Administrator with a strong focus and drive for exemplary client service, then we are keen to hear from you.

We are seeking a proactive, detail-oriented Administrative Assistant to support the interior department. This role is well-suited for someone highly organised, discreet, and eager to grow in a dynamic and fast-paced environment. You’ll be supporting senior leadership, maintaining real-time accuracy across reports and trackers, and ensuring smooth coordination of day-to-day tasks.

The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritise daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role.

Responsibilities

Project Coordination & Logistics

• The Employee shall assist the Interior Manager in developing and maintaining detailed project schedules and timelines for all interior phases (sourcing, procurement, delivery, and installation).
• The Employee shall as when required participate in site visits with the Interior Manager to take photos and detailed notes on project progress and requirements.
• The Employee shall help maintain and track the completion of final project details

Sourcing and Procurement

• The Employee shall research and source interior department items based on design specifications and budget constraints.
• The Employee shall request, organise and maintain the materials library (with samples, catalogues, pricing sheets)
• The Employee shall liaise with vendors and suppliers to obtain quotes, track order statuses, confirm lead times, and resolve any procurement or delivery issues.

Travel Expense Reporting (TERs)

• The Employee shall accurately prepare and submit travel expense reports if requested for Interior Managers.
• The Employee shall ensure all receipts, coding, and project allocations are complete, organised, and compliant with company protocols.

Document Control & Confidentiality

• The Employee shall maintain a structured and secure filing system for sensitive documentation.
• The Employee shall handle confidential information discreetly and in accordance with company guidelines.
• The Employee shall assist with formatting reports and preparing polished documents.

Research & Support Tasks

• The Employee shall prepare and format presentations for Clients as directed by the Interior Manager or Project refit Manager. This can include but is not limited to presentations on client proposals, specification and project status reports.
• The Employee shall maintain and organise all physical and project files, ensuring all communication and documentation is archived correctly in platforms such as Pinpoint, SharePoint or excel spreadsheets.
• The Employee shall update any supplier or vendor details on the company CRM platform

Presentation Support

• The Employee shall cover the front desk occasionally when needed.
• The Employee shall greet guests, handle calls, and manage general tasks as needed within the Interior Department.

Ad-Hoc Departmental Support

• The Employee shall occasionally assist other departments during peak periods, with prior approval from the Interior Manager.