Office Administrator - IT

Duserve Facilities Management; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Assistant to provide essential secretarial and administrative support. In this role, you will manage correspondence, maintain calendars, and coordinate with various departments to ensure smooth operations. Your organizational skills and attention to detail will be key in handling documents and facilitating communication within the team. This position offers a unique opportunity to contribute to a dynamic work environment while enhancing your administrative skills. If you are proactive and enjoy working in a supportive role, this is the perfect opportunity for you.

Qualifications

• Undergraduate with experience in secretarial and administrative services.
• Knowledge of administrative and secretarial skills is essential.

Responsibilities

• Provide secretarial support including typing memos and handling calls.
• Coordinate with internal and external parties to complete tasks.

Skills

Administrative Skills

Secretarial Skills

Organizing and Archiving

Calendar Maintenance

Telephone Etiquette

Communication

Education

Undergraduate Degree

Bachelor’s Degree in any discipline

Job description

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

1. Secretarial:
   Provides secretarial support in areas of typing memos, forms, and confidential correspondence. Makes and/or suggests corrections as necessary.
2. Answer inquiries, use discretion handling difficult calls and route calls to the appropriate individual.
3. Maintains calendar(s) for the supervisor and/or department.
4. 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.
5. Performs work with a basic understanding of departmental procedures in all assigned scope.

Administrative Support:
Provide administrative support for the Department.

1. Create, maintain, track and update records and maintain database, filing, and information archiving through various mediums - electronically or paper.
2. 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:

1. Coordinate with the internal department for receiving & reviewing documents prior to distribution.
2. Assist in preparing documents and arranging meetings with internal and external parties.
3. 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.
4. 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.
5. 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
• Preferable 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