Job Description

Key Responsibilities:

Reception

Manage front desk and attend to guest or clients. Serves beverages (Coffee & tea) Maintain the office net & clean. Daily check pantry and stationary items for restocking. Handle calls, take messages, redirect as needed. Screen and manage company emails

Office Administration

Provide comprehensive secretarial and administrative support to the Director, Engineers, Architects, and Accounts department. Oversee general office management and day-to-day operational needs. Insure the smooth function of the server for daily operation. Maintain both digital and manual filing systems to ensure organized recordkeeping. Maintain a document register, track expiry dates, and process renewals for company documents such as trade licenses, leases, establishment cards, insurance. Draft and manage correspondence, including letters and emails with a coordination of engineers and director as per required.

Secretarial Duties

Organize meetings (if necessary) upon the availability of the director. Ask/remind the director for daily schedule/appointments he has/he may have. (Meeting with clients/contractors, site visit, Online meetings with DM or DDA personnel, calendar invites, etc.) Organize and manage confidential filing systems for contracts, agreements, and financial records, coordinates with Director. Inform for any due payments, including utility bills, cash payment to be given for reimbursement (petrol expenses), monthly cleaning and parking payments. Coordinates with the other admin (SHARJAH Branch) for daily scheduling. Provide daily updates to the director including WhatsApp messages, Telephone calls and emails every end of the day.

Human Resources

Handle HR functions including employee onboarding, contracts, leave management, and record keeping. Record and manage Sick and Annual leaves. Monitor attendance. Preparing WPS and coordinates with our partner exchange. Prepare and submit required documents to PRO for visa processing and any company documents renewals. Search & screen new hire candidates, schedule interviews and manage application forms.

Supplier/Sub contractors

Coordinate with suppliers & subcon companies for any requirements needed. Must track any requested works/order for the status to update the team and the client (if require). Coordinate with suppliers & subcon companies for payment to be settle from our side.

Accounting

Prepare and issue payment advices, invoices, service receipts, statement of account, receipt vouchers and quotations (if needed). Sending invoices, payment advices, receipts and SOA to the clients, ensuring accurate and timely payment processing. Follow up on outstanding payments via email and telephone correspondence. Prepare, submit, and reconcile expense reports and monthly activities every end of month. Record payments entries for monthly expenses and sales, including purchase order reports and accounts receivable statements. Handle VAT filing/Corporate Tax Submission in compliance with regulatory requirements, on designated period of time.

Requirements:

With at least

3 years of UAE experience as a secretary or administrativerelated work (preferred). Knowledge of

accounting principles and VAT/Corporates filling submissions

. Excellent command of the English language (speaking and writing). Proficiency in Microsoft Office (Excel, Words, Outlook email, Adobe applications and etc. Strong organizational, multitasking, and communication skills. Ability to reason through changing scenarios and to anticipate and react on problems solving, with minimal supervision. Ability to work under pressure and meet deadlines Must be available to join on

November 15,2025*.

Job Type: Full-time

Pay: AED4,000.00 per month

Ability to commute/relocate:

Dubai: Reliably commute or planning to relocate before starting work (Required)
Application Question(s):

Will you be able to join on November 15,2025? What's your current salary & your salary expectation?
Experience:

* Secretary & Administration: 3 years (Required)