Administrative Assistant/Document Controller (UAE National)

Stantec; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

Stantec in Dubai is seeking a Receptionist/Office Administrator to support daily operations and maintain a professional, efficient work environment. You will manage calls and correspondence, coordinate meetings and travel, and assist with onboarding and events.

This role requires fluent English and Arabic, proficiency in MS Office, and a flexible approach to working hours, with the ability to work collaboratively with teams locally and remotely while upholding the company’s standards and values.

Qualifications

• Degree or Diploma/Certificate from a recognized institute.
• Fluent English and Arabic, spoken and written is essential.
• Proficient in Microsoft Outlook, Word, Excel and PowerPoint.
• Valid Driving License preferred.
• Flexible approach to working hours, including occasional weekend work if required.

Responsibilities

• Manage telephone calls, emails, and correspondence efficiently and maintain organized files.
• Coordinate meetings, room bookings, catering, logistics, and presentation setup.
• Organize regional and international travel including visa support when required.
• Ensure office housekeeping and standards are met, liaising with departments and vendors.
• Assist with onboarding new staff and support office events.
• Provide support for project and bid submissions and document processing.
• Deliver typing, editing and translation support as needed.
• Collaborate with team members locally and remotely to complete tasks.
• Maintain professional relationships with colleagues and management.

Skills

Fluent English

Fluent Arabic

Time management

Flexible working

Education

Degree or Diploma/Certificate

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Requisition Number

24343BR

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.

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 Stantec’s Core Values and ensure work aligns with the company’s Quality Systems and Project Quality Procedures.

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.

About Stantec

We’re active members of the communities we serve. That’s why at Stantec we always design with community in mind. We believe growing a great design company happens from the inside out. We look for people who are drawn to use every talent they possess, plus creativity, determination and a drive to do the extraordinary.

The Stantec community unites approximately 22,000 employees working in over 400 locations across six continents. We collaborate across disciplines and industries to bring projects to life. Our work as architects, engineers, and consultants from initial project concept and planning through design, construction and commissioning is built on a solid history of success. So, when we take on a project, we see the opportunity to make a lasting connection with the people and places where we live and work. Redefine your personal best. Join us!

Work Location(s)

United Arab Emirates-Dubai

Employment Type

Full-Time

Job Type

Regular

Job Category

Admin Support