Administrative Secretary jobs in United Arab Emirates

Essential roles and responsibilities:

• Receive, log, and distribute engineering and administrative documents (electronic and physical) in an organized manner.
• Maintain a structured document control system including tracking of revisions, approvals, and issuance.
• Ensure accurate classification, naming, and filing of technical documents in accordance with engineering standards and project naming conventions.
• Archive outdated documentation securely and ensure controlled access to current revisions.
• Perform document quality checks to verify compliance with file naming protocols, formats, and metadata completeness.
• Knowledge of engineering document naming conventions, standard abbreviations, and numbering systems (e.g., ISO, ANSI, client/project-specific standards).
• Understand various types of engineering drawings and documents such as IFCs, GA drawings, BOMs, RFIs, datasheets, method statements, etc.
• Liaise with engineering and project teams to clarify or correct document inconsistencies.
• Ensure all documents comply with relevant company, client, and regulatory standards.
• Participate in internal audits and maintain accurate records for quality assurance purposes.
• Assist in the preparation and submission of documents required for project milestones or regulatory reviews.
• Provide day-to-day administrative support such as data entry, report formatting, filing, and document scanning.
• Support project and office teams with documentation-related tasks including transmittals, filing logs, and correspondence.
• Maintain registers for incoming and outgoing correspondence.
• Serve as a liaison between engineering, QA/QC, project management, and external parties for document-related matters.
• Follow up on outstanding documentation and coordinate approvals with discipline leads or clients.
• Assist in organizing project documentation for handover packages and closeout.

Skills and Experience:

• Minimum 3 years experience as a commercial administrative in contracting company.
• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Proficient in MS Office (Word, Excel, Outlook) and document management systems.
• Good written and verbal communication skills.
• Ability to handle confidential information responsibly.