Administrative Assistant
4 days ago
Al Mujassam Architect and Engineer is an innovative startup consultancy specializing in architecture and engineering. As a new company, we thrive on a startup mentality, seeking team members who are flexible, driven, and ready to contribute to our success story.
We are currently looking for a highly organized and detail-oriented **Office Administrator** to join our dynamic team. This role is critical in ensuring the smooth and efficient operation of our office.
**Salary**:
**Salary**: AED 3,500 - AED 5,000 (depending on experience, degrees, and background)
**Company**: Al Mujassam Architect and Engineer
**Location**: Dubai, UAE
**Benefits**: All as per UAE labor law
**Qualifications**
- Minimum 2 years of experience in a similar role, preferably in a contractor, consultancy, or related industry.
- Bachelor’s degree in any field
- Strong multitasking and organizational skills with an aptitude for flexibility.
- Proficiency in Microsoft Office.
**Optional Qualifications (Affects the Salary)**:
- Accounting Background
- IT or Computer Science Background.
- Web design and graphic design experience.
- Document Control Experience
- Business management (MBA)
- Worked with construction related company.
**Key Responsibilities**
Your role involves aspects of Team Support, Document Control, Accounting, IT Support. Expertise in all these areas is **NOT** mandatory, though a plus. You will receive **TRAINING** and support. However, willingness to perform these tasks and demonstrate aptitude is a must.
- **Office Administration and Team Support**_
- Perform all associated day-to-day administration duties.
- Keep the office tidy and clean.
- Ensure stationery and required supplies (e.g., water, tissues) are available.
- Follow up on and complete any internal maintenance issues.
- Coordinate meetings, appointments, and travel arrangements with clients and vendors.
- Track and monitor attendance and travel for staff.
- Assist in preparing contracts and agreements as needed.
- Take site photos when required.
- Visit clients and agencies outside the office to complete tasks.
- Follow up with our PRO on MOHRE, residency, immigration and other processes.
- Maintain an organized inventory of assets.
- **Financial and Accounting Tasks**_
- Keep accounts updated.
- Track expenses and maintain financial records.
- Prepare VAT filings and accounting documents.
- Generate invoices.
- Follow up on outstanding payments.
- Maintain a systematic record of invoices and receipts.
- Prepare simple financial reports as required.
- **IT Support**_
- Provide basic IT support to resolve office equipment and software issues.
- Set up computer desks and ensure systems are functional.
- Coordinate with external IT vendors for more complex technical issues.
- **Online Platform Management**_
- Manage and update information on various online platforms.
- Register the company on various platforms and submit required forms and documents.
- **Document Control**_
- Arrange files on the computer and server.
- Arrange physical files.
- Perform document control for correspondences with clients, contractors, agencies, and third parties.
- Maintain organized records and ensure easy access to necessary documents.
- Prepare and process forms for project registration and other requirements.
- Translate technical contracts and documents.
- Ensure all our official papers are updated (example Trading license, Ejari)
- **CRM and Lead Management**_
- Contact clients and follow up with prospects.
- Coordinate and maintain records of client interactions and updates.
- Manage a CRM system.
- **Additional Duties**_
- Be flexible and carry out additional tasks as reasonably required.
**Transportation Information**
- The office is in a paid parking area.
- Public transport users will have a 10-15 minute walk from the nearest stop.
- Transportation is the employee's responsibility.
**Interview Process**
- Includes evaluation tests.
- Two interviews: one via Zoom and one face-to-face.
Pay: AED3,500.00 - AED5,000.00 per month
Application Question(s):
- Are you currently in UAE? [Yes, No]
- Do you have experience with companies involved in the construction industry? [Yes, No]
**Education**:
- Bachelor's (required)
**Experience**:
- administrative assistant: 2 years (required)
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