FRONT OFFICE & ADMIN SUPPORT (Dubai Office)

SharpMinds Consulting Engineers LLC; Dubai; Sur place; AED 167 000 - 246 000; Plein temps

Résumé du poste

SharpMinds Consulting Engineers LLC in Dubai seeks a Front Office & Administrative Support professional to manage day-to-day operations at the Dubai branch and coordinate with the Abu Dhabi Head Office. You will be the first contact for visitors and callers, while supporting engineering and management teams with admin tasks and lead management.

The role requires strong English communication, multitasking, and organizational abilities, with UAE/engineering consultancy experience preferred.

Qualifications

• Bachelor's degree in Business Management or related field required.
• 6-8 years of administrative experience, preferably in UAE or engineering consultancy.
• Strong English communication; Arabic a plus.
• Ability to manage multiple tasks efficiently.
• Proficient in Microsoft Office (Outlook, Excel, Word).
• Maintain a professional corporate appearance.

Responsabilités

• Serve as the first point of contact for visitors, clients, and callers, ensuring a professional, welcoming presence.
• Manage front office operations, answer calls, route messages, track leads, and coordinate with the Abu Dhabi Head Office.
• Provide administrative support to engineers, project staff, and management; assist with BOQs, specs, presentations, and reports.
• Coordinate travel, meetings, IT coordination, and office maintenance; maintain CRM and lead tracking across channels.
• Report weekly leads to sales/marketing and maintain regular updates with Head Office.

Connaissances

Communication skills

Multitasking

Professional appearance

Organizational skills

English proficiency

Formation

Bachelor's degree in Business Management or related field

Outils

Microsoft Office

Description du poste

Job Summary:

The Front Office & Administrative Support professional will be responsible for managing the day-to-day front office and administrative operations of the Dubai branch, ensuring a professional working environment and smooth coordination with the Abu Dhabi Head Office.The role serves as the first point of contact for the branch visitors, clients, and callers while providing administrative support to the engineering and management teams. The position also supports client inquiry management, lead tracking, office and IT coordination, and general operational requirements.The successful candidate must be organized, proactive, and capable of independently managing routine branch operations while maintaining effective communication and coordination with the Abu Dhabi Head Office to ensure alignment with company policies, procedures, and operational standards.

Key Responsibilities:

Front Office

• Serve as the first point of contact for visitors, clients, and callers, always ensuring a professional and welcoming presence while adhering to company mission, vision, values, and focus on conversion rates.
• Answer and manage incoming phone calls, route them appropriately, take accurate messages, and ensure timely follow-up when needed.
• Handle client inquiries and direct them to the relevant team members.
• Monitor, order, and maintain office and pantry supplies to ensure availability and cost-efficiency.
• Provide general administrative support to design, project staff and management
• Maintain CRM system and accurate incoming lead tracking across our communication channels (including but not limited to phone, general company email, and website forms)
• Report weekly incoming leads to the sales and marketing team.

Branch Administration

• Manage daily office operations, including filing, correspondence, scheduling, documentation, and administrative records.
• Monitor office and pantry supplies and coordinate office maintenance, equipment, and facilities requirements.
• Provide administrative support to engineers, architects, project staff, and management, including BOQs, engineering specifications, presentations, and reports.
• Coordinate travel arrangements, meetings, and internal events as required.
• Coordinate with IT support for hardware, software, and internet issues, ensuring timely follow-up and resolution.
• Maintain accurate administrative records and submit regular updates, reports, and requests to the Abu Dhabi Head Office.
• Report office expenses, supply requirements, maintenance issues, and other administrative matters to the Head Office for review and approval, as required.

Head Office Coordination

• Coordinate with the Abu Dhabi Head Office on administrative, HR, finance, procurement, IT, and other operational matters.
• Ensure branch documents, reports, and requests are submitted accurately and within established deadlines.
• Follow company policies, procedures, and reporting requirements established by the Head Office.
• Coordinate approvals, office purchases, maintenance, and other operational requirements with the relevant Head Office teams.
• Maintain regular communication with the Head Office to ensure smooth branch operations and timely resolution of issues.

Qualifications:

• Bachelor's degree in Business Management or other related field
• Minimum 6-8 years of Administrative experience (preferably in the UAE or in Engineering Consultancy)
• Strong communication skills in English (Arabic is a plus)
• Ability to manage multiple tasks efficiently
• Proficient in using Microsoft Office (Outlook, Excel, Word, etc.)
• Maintain a professional appearance appropriate for a corporate working environment.