Job Title: Secretary
Department: Administration / Office Support
Reports To: CEO, Managing Director, Project Engineers
Location: AL AIN, UAE
URGENT HIRING !!!
Job Summary
The Secretary provides administrative and clerical support to ensure the smooth and efficient operation of the contracting company. The role supports both office and site operations by handling correspondence, preparing project-related documents, coordinating with engineers and site staff, and maintaining accurate records in line with company and regulatory requirements.
Key Responsibilities
- Manage all incoming and outgoing communications, including phone calls, emails, and official correspondence.
- Prepare, type, and format letters, memos, quotations, invoices, contracts, and project-related documents.
- Maintain organized filing systems for contracts, project files, drawings, approvals, and employee records in both hard and soft copies.
- Schedule and coordinate meetings, site visits, and appointments for management and project engineers.
- Prepare and monitor daily and monthly timesheets for site laborers and staff.
- Coordinate closely with project engineers to obtain site updates, work progress, and manpower requirements.
- Assist in preparing project reports, submissions, material submittals, and other construction-related documentation.
- Record, prepare, and circulate minutes of meetings to relevant departments and project teams.
- Maintain and update employee attendance records, petty cash documentation, and basic office reports.
- Coordinate with suppliers, subcontractors, consultants, and clients regarding administrative and documentation requirements.
- Track and ensure timely renewal of company documents such as trade licenses, project insurances, permits, and employee visas.
- Provide administrative support to HR and Accounts departments, including document scanning, filing, and data entry.
- Monitor office supplies and site stationery requirements and maintain proper records of purchases.
- Handle confidential information with professionalism, discretion, and integrity.
Job Type: Full-time
Pay: AED3,000.00 - AED3,500.00 per month
Ability to commute/relocate:
- Al-Ayn: Reliably commute or planning to relocate before starting work (Preferred)
