Secretary and administrative assistant

INTERLINX DMCC; Dubai; On-site; AED 75,000 - 90,000; Full time

Job summary

A logistics and administrative firm in Dubai is looking for a highly organized Secretary / Administrative Assistant to manage office operations. The role requires coordinating logistics documentation, handling correspondence, and facilitating communication across departments. Candidates should have a bachelor's degree, at least 5 years of relevant experience, and proficiency in Microsoft Office. This position offers a dynamic work environment with a focus on detail and multitasking.

Qualifications

• Minimum 5 years of experience in a similar administrative or secretarial role.
• Excellent written and verbal communication skills in English.
• Professional experience in international and national shipping and logistics.

Responsibilities

• Coordinate and monitor all shipping and logistics documentation.
• Communicate with couriers and clients to track shipments.
• Prepare and maintain internal records for shipments.
• Handle daily correspondence, calls, and emails.
• Assist in correspondence and internal communications.
• Maintain organized filing systems for confidential records.
• Assist in coordinating travel arrangements when required.
• Support accounting and HR with basic administrative tasks.
• Monitor office supplies and coordinate purchases with vendors.
• Greet and assist visitors, ensuring a welcoming environment.

Skills

Multitasking

Communication skills

Organization

Attention to detail

Time-management

Education

Bachelor’s degree or diploma in Secretary or Business Administration

Tools

Microsoft Office 365

Job description

Job Summary:

We are seeking a highly organized and detail-oriented Secretary / Administrative Assistant to support daily office operations, coordinate administrative tasks, and ensure smooth communication across departments. The ideal candidate will have excellent multitasking skills, a professional demeanor, and strong written and verbal communication abilities.

Key Responsibilities:

• Coordinate and monitor all shipping and logistics documentation, including invoices, packing lists, airway bills, and customs papers.
• Communicate with couriers, freight forwarders, and clients to track shipments and ensure timely deliveries.
• Prepare and maintain internal records for incoming and outgoing shipments.
• Handle daily correspondence, calls, and emails related to logistics, supplier updates, and client follow-ups.
• Assist in correspondence, emails, phone calls, and internal communications promptly and professionally.
• Maintain organized filing systems (digital and paper) for confidential records and documents.
• Assist in coordinating travel arrangements, hotel bookings, and visa applications when required.
• Support accounting and HR departments with basic administrative tasks such as data entry, invoice tracking, and record updates.
• Monitor office supplies and coordinate purchases with vendors.
• Greet and assist visitors, ensuring a professional and welcoming environment.
• Maintain confidentiality and handle sensitive information with discretion.
• Perform other administrative and coordination duties as assigned by management.

Qualifications & Skills:

• Bachelor’s degree or diploma in secretary or Business Administration or related field.
• Minimum 5 years of experience in a similar administrative or secretarial role.
• Excellent written and verbal communication skills in English.
• Profession experience in international and national shipping and logistics.
• Strong administrative experience especially in filing and organization.
• Proficient in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint).
• Strong organizational and time-management skills.
• Professional appearance and positive attitude.
• Ability to work under pressure and handle multiple tasks efficiently.
• Attention to detail and strong sense of responsibility.