Administrative Assistant - Training (Emirati National)

EnerMech; United Arab Emirates; On-site; AED 60,000 - 120,000; Full time

Job summary

A leading specialist service company in the United Arab Emirates seeks an Administrative Support professional to facilitate the Training Department's operations. This role includes maintaining training trackers, managing documentation, and coordinating logistics. Applicants should possess strong English communication skills and proficiency in Microsoft Office applications such as Excel and Word. The opportunity is ideal for organized individuals who can efficiently manage multiple tasks while adhering to company procedures.

Qualifications

• Strong English communication skills for effective documentation and communication.
• Experience with document control systems or training compliance processes is advantageous.
• Proficient in Microsoft Office tools including Excel, Word, Outlook, and SharePoint.

Responsibilities

• Maintain and update departmental trackers for training activities.
• Assist with updating the Training Calendar for data accuracy.
• File certificates and communication records using approved folder structures.

Skills

Strong English communication skills (written & verbal)

Knowledge of document control systems

Proficient in Microsoft Excel

Proficient in Microsoft Word

Proficient in Outlook

Proficient in SharePoint

Strong administrative and organizational skills

Ability to follow structured procedures

Good interpersonal skills

Job description

Overview

We are EnerMech, a specialist service company that delivers safe, integrated solutions for complex energy projects. For over 50 years, we’ve been energizing our clients across the world with unrivaled expertise, equipment, and technology that supports the entire asset life cycle – offshore and on land. We enable progress through our three global business lines: Energy Solutions, Infrastructure & Industrial Solutions, and Lifting Solutions. Within these areas, we offer a wide range of services, including cranes, lifting, fluid power, training, equipment rental, pipeline, subsea, process, and valves – all designed to help you optimize performance, enhance reliability, and improve efficiency. With a focus on operational excellence, we deliver value through our customized integrated solutions. This approach reduces risk and enhances efficiencies making us a leading and trusted partner every step of the way.

Diversity & Inclusion EnerMech is dedicated to fostering a diverse and inclusive organization. We believe that diversity enriches our team, and we welcome applications from candidates of all backgrounds, cultures, and identities.

The Role

To provide comprehensive administrative support to the Training Department, ensuring smooth coordination of training activities, documentation, communication, and compliance with EnerMech training procedures and standards. To support Training Coordinators and the Regional Training Manager through timely data entry, filing, scheduling, and communication tasks aligned with departmental workflows.

Main Responsibilities & Key Result Areas

• Maintain and update departmental trackers, including Training Master Sheet, Certificate Matrix, Attendance Logs, and Transport Logs.
• Assist with updating the Training Calendar and ensuring data accuracy across all training tools.
• File all certificates, attendance sheets, POs, invoices, and communication records using the approved folder structure and naming format.
• Ensure real-time updating of shared folders and archive outdated files as required.
• Liaise professionally with training providers, internal teams, and clients regarding schedules, attendance, certificates, and logistics.
• Track transport movements in the daily Transport Log.
• Coordinate with vendors and internal teams for bookings and schedule confirmations.
• Answer department calls and take accurate messages when necessary.
• Assist with office supply requests, staff logistics, and other administrative requirements.
• Ensure all tasks comply with EnerMech’s procedures and standards.

Qualifications & Skills

• Strong English communication skills (written & verbal).
• Knowledge of document control systems or training compliance processes.
• Proficient in Microsoft Excel, Word, Outlook, and SharePoint.
• Strong administrative and organizational skills.
• Ability to follow structured procedures.
• Good interpersonal and communication skills; professional and self-motivated.

Personal Qualities

• Highly motivated with a professional, pleasant manner.
• Able to prioritize tasks and meet strict deadlines.
• Detail-oriented with strong compliance discipline.