Office Administrator

Careers at UAE; Dubai; On-site; AED 78,000 - 123,000; Full time

Job summary

Careers at UAE in Dubai is seeking an Office Administrator to provide secretarial, administrative, and related support to the department, ensuring policy adherence and efficient operations.

You will handle typing memos, calendar maintenance, document coordination with internal and external parties, and preparation of reports as needed. Undergraduate with secretarial experience preferred; bachelor’s degree is a plus. Local applicants only.

Qualifications

• Secretarial and administrative experience is required.
• Strong calendar management and filing skills are essential.
• Good communication and organization abilities are necessary.

Responsibilities

• Provides secretarial support including typing memos, forms, and confidential correspondence.
• Makes corrections and routes inquiries as needed and maintains supervisor calendars.
• Coordinates with internal and external parties to complete tasks and arrange meetings.
• Supports procurement and administrative processes under guidance of the head.
• Maintains professional rapport by handling requests, queries, and complaints promptly.

Skills

Administrative & Secretarial

Calendar maintenance

Records management

Telephone etiquette

Communication

Education

Undergraduate with secretarial/administrative experience

Bachelor’s degree preferred

Job description

Office Administrator

Job Purpose:

To provide secretarial, administrative, and related assistance support to the department adhering to the defined policy and procedures in an efficient and effective manner.

Key Accountability

Secretarial:

• Provides secretarial support in areas of typing memos, forms, and confidential correspondence. Makes and/or suggests corrections as necessary.
• Answer inquiries, use discretion handling difficult calls and route calls to the appropriate individual.
• Maintains calendar(s) for the supervisor and/or department.
• Organizes and expedites flow of work through reporting head, his/her office and provides follow-up to ensure projects are completed as required. Gather and collate data as requested.
• Performs work with a basic understanding of departmental procedures in all assigned scope.

Job Description

Administrative Support:

• Provide administrative support for the Department.
• Create, maintain, track and update records and maintain database, filing, and information archiving through various mediums – electronically or paper.
• Initiate the preparation of reports for the department and other reports as required by Management

Coordination:

• To coordinate with external and internal parties or individuals to complete the tasks for the function/department by following the relevant procedures and processes which include but are not limited to:
• Coordinate with the internal department for receiving & reviewing documents prior to the distribution.
• Assist in preparing documents and arranging meetings with internal and external parties.
• Coordinate with Procurement and Contract Department on all types of procuring services for People Management under the guidance of reporting head to ensure the request /services are met timely; processing Request in the system, follow up, maintaining records, archive, etc.
• Coordinate with Dubai South departments for the timely approval of documents and ensure delivery proofs are attached; receive and review all documents prior to distribution to end-users by ensuring proper backup and giving updates.
• And maintain a professional rapport by promptly attending to requests, queries and complaints and meeting the needs of the function/department.

Communication:

• Sort, prioritize and distribute all incoming correspondences, including faxes, memos, submissions, and signed contracts to the concerned person thereby ensuring a smooth flow of communication. Prepare correspondences on behalf of the function /department.

Minimum Education:

• Undergraduate with adequate experience in Secretarial and Administrative services
• Preferrable with a bachelor’s degree in any discipline or equivalent

Knowledge & Technical Skills:

• Administrative and Secretarial Skills
• Organizing and Archiving.
• Calendar Maintenance
• Telephone Etiquette
• Communication

Location:Dubai, UAE