Office Admin Assistant
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Key skills for this role
About the Role
SYSTRA is seeking an Office Admin Assistant to ensure smooth front office operations and provide administrative support. The role involves managing reception, coordinating appointments, handling office supplies, and overseeing company vehicles.
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
- Bachelor's degree in business administration or equivalent
- 3 5 years relevant experience in a similar role, preferably 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
Full Job Posting
Company Overview
- SYSTRA is one of the world's leading engineering and consultancy groups specialising in public transport and sustainable mobility.
- Over 10,300 employees, mission to design safe and sustainable transport solutions.
- For 65 years, working alongside cities and regions to contribute to their development.
Context
- As Office/Admin Assistant, ensure smooth operation of front office and provide excellent administrative support.
- Mission: facilitate communication, provide assistance, and contribute to smooth functioning of daily operations.
Missions/Main Duties
- Serve as first point of contact for visitors, clients, and vendors.
- Manage reception area, answer and direct calls, take messages, handle inquiries.
- Process employee requests and provide relevant information.
- Coordinate and schedule appointments and meetings.
- Provide administrative support to departments and managers: data entry, filing, document preparation.
- Coordinate with vendors for office supplies, maintenance, and services.
- Prepare purchase requests, follow up on quotations, order processing.
- Support invoice tracking and coordinate with finance for payments.
- Ensure smooth office operations by monitoring supplies, equipment, housekeeping.
- Oversee daily allocation, usage, condition of company vehicles, maintain trip logs.
- Coordinate regular servicing, repairs, and inspections of vehicles.
- Coordinate with building management for maintenance, renewals, support.
Profile/Skills
- Education: Bachelor's degree in business administration or equivalent.
- 3 5 years relevant experience in a similar role, preferably 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.
Job Details
- Role Level: Not Applicable
- Work Type: Full Time
- Country: United Arab Emirates
- City: Dubai
- Job Function: Administrative Support
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