Receptionist & Admin Assistant

Lever, Inc.; Dubai; On-site; AED 70,000 - 100,000; Full time

Job summary

e.construct, a global engineering firm with offices worldwide, invites applications for an Office & Documentation Manager in Dubai. The role focuses on maintaining accurate administrative files, onboarding new joiners, and coordinating with government authorities to ensure visa and license compliance.

Based in Dubai, you will support HR and other departments with documentation, logistics, and reporting while ensuring adherence to UAE labor regulations. Immediate joiners are preferred.

Qualifications

• Bachelor’s degree in Business Administration or related field.
• 2–4 years of experience in office administration 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 documentation systems.

Responsibilities

• Maintain and update employee and administrative files, ensuring accuracy and confidentiality.
• Track and renew licenses, visas, and Emirates IDs with the PRO.
• Prepare onboarding documentation for new joiners and support license renewals.
• Coordinate with PRO for visa applications, renewals, and cancellations.
• Serve as first point of contact at reception and manage daily admin tasks.
• Maintain trackers for document renewals, visa status, and onboarding progress.

Skills

Office administration

MS Office

Document management

Coordination

Education

Bachelor’s degree in Business Administration

Tools

Microsoft Office Suite

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.

Key Responsibilities

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.

Requirements

• 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.