Administrative Assistant/Document Controller (UAE National)

Stantec; Dubai; On-site; AED 133,920 - 200,880; Full time

Job summary

Stantec is seeking a Receptionist/Office Administrator for their Dubai office. This role is vital for supporting daily operations, managing correspondence, and ensuring an efficient work environment. Key responsibilities include organizing meetings, travel arrangements, and providing administrative support for projects. The ideal candidate should possess a degree or diploma, be fluent in English and Arabic, and be proficient in Microsoft Office tools. A flexible working attitude along with professionalism is essential for this position.

Qualifications

• Person must be punctual, reliable, and adaptable to workload and tasks.
• Must possess a valid driving license (preferred).
• Must maintain discretion and confidentiality.

Responsibilities

• Manage telephone calls, emails, and correspondence efficiently.
• Coordinate meeting arrangements including logistics and catering.
• Organize complex regional and international travel.
• Ensure the office meets housekeeping and general standards.
• Assist with onboarding new staff and support office events.
• Provide administrative support for project and bid submissions.

Skills

Fluent English

Fluent Arabic

Proficiency in Microsoft Outlook

Proficiency in Microsoft Word

Proficiency in Microsoft Excel

Proficiency in Microsoft PowerPoint

Punctual

Self-motivated

Ability to work independently

Flexibility in working hours

Education

Degree or Diploma/Certificate from a recognized institute

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Job Description

Stantec is looking for a Receptionist/Office Administrator to join our Dubai office. This role is essential in supporting daily operations and ensuring a professional and efficient work environment.

Key Accountabilities and Responsibilities

• Manage telephone calls, emails, and correspondence efficiently, while maintaining organized administrative files and records.
• Coordinate meeting arrangements including room bookings, catering, logistics, and presentation setup.
• Organize complex regional and international travel, including visa support when required.
• Ensure the office meets housekeeping and general standards, liaising with departments and vendors as needed.
• Conduct research for vendor sourcing and manage office supplies and pantry inventory.
• Assist with onboarding new staff and support office events.
• Provide support for project and bid submissions.
• Deliver administrative support such as document typing, editing, and translation processing.
• Collaborate effectively with team members locally and remotely to complete tasks and projects.
• Maintain open and professional relationships with colleagues and management.
• Offer flexibility and coverage for other administrative staff when needed.
• Ensure tasks are completed in line with provided training and guidelines.
• Follow safe work practices and adhere to company policies for planning and executing tasks.
• Uphold Stantecâs Core Values and ensure work aligns with the companyâs Quality Systems and Project Quality Procedures.

Qualifications

Person Specifications and Qualifications:

• Degree or Diploma/ Certificate from a recognized institute.
• Fluent English and Arabic, spoken and written is essential
• Demonstrated proficiency in using Microsoft Outlook, Word, Excel and PowerPoint
• Valid Driving License preferred
• A flexible approach to working hours
• Be of the highest caliber: punctual a flexible approach to working hours, with occasional weekend work if required.
• Professional presentation of self, courteous and helpful, always acting as an ambassador on behalf of Stantec
• Punctual, reliable and flexible approach
• Ability to work independently and well as part of a team
• Self-motivated and ability to take responsibility
• Able to demonstrate proficiency in the responsibilities of the role
• The ability to manage workload, work autonomously, reviewing own work on a regular basis, with consistent attention to detail, while consistently meet objectives.
• Maintain a high degree of responsibility, discretion and confidentiality.