Receptionist & Admin Assistant

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

Job summary

e.construct is seeking an organized Office & Documentation Administrator in Dubai to manage employee files, contracts, licenses, visas, and PRO coordination, ensuring compliance with UAE regulations. You will serve as the main receptionist, handle filing, scanning, and scheduling, and support HR and other departments.

With 2–4 years in UAE office administration and a BA in Business Administration, you will excel at maintaining trackers, preparing compliance reports, and handling document

Qualifications

• Bachelor’s degree in Business Administration or related field.
• 2–4 years of experience in office administration in the UAE.
• Familiarity with MOHRE and visa processes is an advantage.
• Strong organizational and coordination skills with attention to detail.
• Proficient in Microsoft Office (Excel, Word) and document systems.
• Based in Dubai and familiar with UAE labor regulations.
• Immediate joiners are preferred.

Responsibilities

• Maintain and update employee and administrative files with accuracy and confidentiality.
• Manage contracts, IDs, certificates, licenses and PRO coordination.
• Prepare onboarding documents for new joiners and assist with license renewals.
• Ensure compliance with UAE labor laws and company policies.
• Serve as reception point and handle daily administrative tasks.
• Track document renewals, visa statuses, and onboarding progress; report as needed.

Skills

Organizational skills

Coordination skills

Attention to detail

Communication

Education

Bachelors in Business Administration or related field

Tools

Microsoft Office (Excel, Word)

Job description

About e.construct

e.construct is an engineering firm that specializes in providing elegant engineering solutions for complex challenges. e.construct is a fast-growing firm with 7 offices around the world. At our core, we question how the very nature of how to evolve the structures that we inhabit to increase their performance and value. Our work is driven by exceptional engineers from diverse disciplines working collaboratively in a truly holistic design process which generates high-performing systems.

e.construct designs structures such as bridges, high-rise design, commercial facilities design, precast concrete engineering, and post-tensioning design. We are a multi-disciplinary engineering design firm with specialized design and value engineering services. The firm's core work is holistic at its approach, and it has divisions in structural, MEP, Geotechnical, and emerging construction technology such as 3D printing of concrete, technology, and 3D laser scanning.

Office & Documentation Management

• Maintain and update employee and administrative files, ensuring accuracy, organization, and confidentiality.
• Manage all company and personnel documents, including contracts, IDs, and certificates.
• Track and renew official documents such as licenses, visas, and Emirates IDs in coordination with the PRO.

Onboarding & Compliance Support

• Prepare and collect documentation for new joiners, including contracts and ID requests.
• Support license renewals and compliance documentation with relevant authorities.
• Ensure all administrative processes comply with company policies and UAE labor and government regulations.

PRO Coordination

• Liaise with the PRO for visa applications, renewals, and cancellations.
• Maintain updated records of all government-related transactions.
• Follow up on submissions and approvals to ensure timely processing.

Administrative & Office Support

• Serve as the first point of contact at the reception for employees and visitors.
• Manage daily administrative tasks such as filing, scanning, correspondence, and scheduling.
• Support coordination with HR and other departments for documentation and logistical needs.
• Arrange meetings, appointments, and assist with office logistics and supplies management.

Reporting & Tracking

• Maintain trackers for document renewals, visa status, and onboarding progress.
• Prepare regular administrative and compliance reports as needed.

• Bachelor’s degree in Business Administration or a related field.
• 2–4 years of experience in office administration or similar roles within the UAE.
• Familiarity with MOHRE, and visa processes is an advantage.
• Strong organizational and coordination skills with attention to detail.
• Proficient in Microsoft Office (Excel, Word) and general documentation systems.
• Based in Dubai and knowledgeable about UAE labor and government regulations.
• Immediate joiners are preferred.