Job Description

Job Title:

Administrative Executive

Department:

Administration

Reporting to:

General Manager

Location:

Sharjah

Employment Type:

Full-Time

Job Summary:

We are looking for a highly organized and experienced

Administrative Executive

with strong administrative and coordination capabilities, along with a working understanding of

basic accounting practices

and

technical awareness of electrical service operations

. The ideal candidate will play a key role in supporting company operations, ensuring effective documentation, procurement tracking, internal communication, and handling day-to-day support functions.

This role is ideal for candidates with a strong administrative background who are comfortable working in a technical service-based environment.

Key Responsibilities:

Executive & Administrative Support

Provide comprehensive secretarial and administrative assistance to the General Manager, including scheduling, correspondence, meeting coordination, and reporting. Review, respond to, and manage daily email communications and ensure timely follow-ups. Coordinate effectively with internal departments such as Engineering, Stores, Finance, and HR for smooth communication and documentation workflows. Organize and maintain structured documentation, trackers, and filing systems for all office operations. Prepare and maintain client and supplier-related records including quotations, work orders, and follow-ups. Manage meeting calendars, team reminders, and internal coordination efforts. Ensure a professional office environment by overseeing client hospitality, staff support needs, and overall office cleanliness. Monitor pantry supplies and office essentials, and coordinate with support staff to maintain adequate stock levels and maintenance schedules.

Technical & Procurement Coordination

Understand basic electrical/technical terms such as transformers, testing equipment, spares, regeneration units, and field tools. Assist in sourcing and procurement of materials and spares from suppliers (local and international). Track purchase orders and maintain records of quotations and delivery follow-ups. Coordinate with the Stores and Site teams to update inventory records of all equipment (working, in-service, and defective). Manage documentation for import/export logistics related to equipment and material movement.

Client Interaction & Communication:

Respond promptly to customer inquiries and ensure professional communication at all times. Prepare, send, and maintain records of client quotations and work orders. Handle client hospitality and ensure a welcoming environment.

Marketing & Media:

Assist in creating online social media content and marketing materials to support the company's brand presence.

Billing & Invoicing Coordination:

Reconcile delivery notes with billed and unbilled invoices. Share unbilled delivery notes with the concerned managers to facilitate timely billing.

ISO Quality Management System (QMS):

Act as the team lead for the ISO Integrated Management System (ISO 9001, ISO 18001, ISO 45001). Prepare documentation and participate in external and internal audits. Conduct and support internal audits and ensure compliance with ISO standards.

Procurement & Inventory Management:

Assist in sourcing spares and materials from local and international suppliers. Maintain records of supplier quotations and purchase orders on the local server. Track and manage inventory levels and raise requisitions for replenishment. Coordinate with the stores/warehouses to update records of operational and defective equipment.

Office Management:

Ensure the office environment is clean, organized, and well-maintained. Monitor kitchen and office essentials; notify responsible staff for procurement as needed.

Recruitment & HR Assistance:

Assist in recruitment processes including posting job ads, scheduling interviews, and onboarding new staff.

Logistics & Coordination:

Coordinate import/export documentation and support logistics operations as required. Ensure timely communication, material arrangements, and equipment coordination with internal teams and clients upon receipt of work orders.

Qualifications & Skills:

Bachelor's degree in Business Administration, Management, or related field.

Minimum 3 years of experience

in a similar administrative role, preferably in an engineering, industrial, or service-based environment. Familiarity with ISO QMS standards (9001, 18001, 45001) and internal audit processes. Strong communication skills--both written and verbal. Excellent organizational, multitasking, and time management abilities. Proficiency in MS Office Suite (Word, Excel, Outlook) and basic graphic tools for content creation. Experience with inventory management systems and procurement processes is a plus.

Working Conditions:

Office-based role with occasional coordination visits to stores/warehouses or client sites. Must be flexible to support business needs beyond normal working hours when required.

Application Instructions

Interested candidates are invited to submit their updated CV to:

careers@amecuae.com

Please mention

"Administrative Executive Application"

in the subject line.

Job Type: Full-time