Executive Secretary / Operations Coordinator
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About the Role
Location Ghyathi, Al Dhafra region, Abu Dhabi, United Arab Emirates Job Summary We are looking for a highly organized and proactive Executive Secretary / Operations Coordinator to support the management team of a roads, earthworks, transportation, and general contracting company in Abu Dhabi.
Key Skills for This Role
Full Job Posting
Location
Ghyathi, Al Dhafra region, Abu Dhabi, United Arab Emirates
Job Summary
We are looking for a highly organized and proactive Executive Secretary / Operations Coordinator to support the management team of a roads, earthworks, transportation, and general contracting company in Abu Dhabi.
The ideal candidate should have strong administrative, coordination, communication, and follow-up skills, with the ability to work under pressure and coordinate between management, site teams, clients, and internal departments.
Key Responsibilities
- Provide administrative and executive support to the management team.
- Prepare, format, and manage official letters, emails, quotations, reports, and correspondence.
- Coordinate between management, site teams, clients, suppliers, and subcontractors.
- Follow up on purchase orders, quotations, invoices, delivery notes, payment certificates, timesheets, and supporting documents.
- Maintain proper filing and documentation for contracts, projects, vehicles, equipment, employees, and suppliers.
- Arrange meetings, prepare minutes of meetings, and follow up on action points.
- Monitor deadlines, approvals, document submissions, and pending matters.
- Assist in preparing reports, schedules, trackers, and summaries using Excel.
- Handle phone calls, emails, appointments, and daily office coordination.
- Support operations by maintaining clear communication between office and site teams.
- Perform any other administrative or coordination tasks assigned by management.
Required Qualifications
- Bachelor’s degree or diploma in Business Administration, Office Management, Accounting, or a related field.
- Minimum 3 to 5 years of UAE experience in a similar role.
- Experience in construction, contracting, transportation, logistics, earthworks, heavy equipment, or oil & gas subcontracting is strongly preferred.
- Strong command of English is required.
- Arabic language is an advantage.
- Excellent knowledge of MS Office, especially Word, Excel, Outlook, and PDF tools.
- ERP/Odoo experience is an advantage.
Required Skills
- Strong organizational and follow-up skills.
- Excellent written and verbal communication.
- Ability to prepare professional emails and business letters.
- Good coordination skills with site teams, drivers, clients, and suppliers.
- Ability to work under pressure and handle multiple tasks.
- Attention to detail and accuracy in documentation.
- Professional attitude and confidentiality.
- Good time management and problem-solving skills.
Benefits
- Employment visa.
- Medical insurance.
- Annual leave as per UAE Labour Law.
- Single accommodation within company`s camp in Ghyathi.
- Food within company`s camp in Ghyathi.
Job Type: Full-time
- Ability to commute/relocate:
- Abu Dhabi: Reliably commute or planning to relocate before starting work (Required)
Education
- Bachelor's (Required)
Experience
- executive secretary in Contract, earthworks, transportation : 3 years (Required)
Language
- English and Arabic (Preferred)
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