Admin Assistant
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Key skills for this role
About the Role
SYSTRA is seeking an organized Admin Assistant to support office operations, project coordination, and administrative functions in Dubai. The role includes managing reception, scheduling, vendor coordination, vehicle fleet oversight, and office maintenance.
Key Skills for This Role
Responsibilities
- Serve as the first point of contact for visitors, clients, and vendors providing a warm and professional welcome.
- Manage the reception area, including answering and directing incoming calls, taking messages, and handling inquiries.
- Process employee requests and provide relevant information.
- Coordinate and schedule appointments and meetings as needed.
- Provide administrative support to various departments and managers, including data entry, filing, and document preparation.
- Coordinate with vendors and service providers for office supplies, maintenance and services.
- Prepare purchase requests, follow up on quotations, and order processing.
- Support invoice tracking and coordinate with finance for payments and documentation.
- Ensure smooth office operations by monitoring supplies, equipment, and general housekeeping.
- Oversee daily allocation, usage, and condition of company vehicles, ensuring proper documentation.
- Monitor vehicle movement, maintain trip logs, coordinate with drivers and utilization of fleet.
- Coordinate regular servicing, repairs, and record inspections of vehicles.
Requirements
- 3–5 years relevant experience in a similar role, preferably in a corporate environment
- Strong knowledge of Microsoft Office
- Strong communication and interpersonal skills
- Good organizational skills with accuracy, attention to detail, and thoroughness
- Ability to maintain high level of confidentiality and discern sensitive issues
- Flexibility to adapt to changing priorities and work in fast paced environment
Full Job Posting
Overview
- SYSTRA is seeking an organized and detail oriented Admin Assistant to support office operations, project coordination, and administrative functions.
- Ideal for candidates interested in Admin Assistant jobs in Dubai, administrative assistant careers, office administration roles, business support positions, document controller jobs, and project administration opportunities in the UAE.
Missions/Main Duties
- Serve as the first point of contact for visitors, clients, and vendors providing a warm and professional welcome.
- Manage the reception area, including answering and directing incoming calls, taking messages, and handling inquiries in a timely manner.
- Process employee’s requests and provide relevant information.
- Coordinate and schedule appointments and meetings as needed.
- Provide administrative support to various Departments, Managers, including data entry, filing, and document preparation.
- Coordinate with vendors and service providers for office supplies, maintenance and services.
- Prepare purchase requests, follow up on quotations, and order processing.
- Support invoice tracking and coordinate with finance for payments and documentation.
- Ensure smooth office operations by monitoring supplies, equipment, and general housekeeping.
- Oversee daily allocation, usage, and condition of company vehicles, ensuring proper documentation.
- Monitor vehicle movement, maintain trip logs, coordinate with drivers and utilization of fleet.
- Coordinate regular servicing, repairs, and record inspections of vehicles, liaising with vendors/garage to ensure safety, reliability, and minimal downtime.
Profile
- 3–5 years relevant experience in a similar role, preferable in a corporate
- Strong knowledge of Microsoft office
- Strong communication and interpersonal skills.
- Good organizational skills with accuracy, attention to detail, and thoroughness.
- Ability to maintain high level of confidentiality and discern sensitive issues.
- Flexibility to adapt to changing priorities and work in fast paced environment.
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