Administrative Assistant / Secretary

About This Role

Administrative Assistant / Secretary

Job Description

We are looking for a Administrative Assistant / Secretary to join our team in Abu Dhabi – Mussafah.
The role focuses on supporting daily office operations, organizing orders, and coordinating between sales, purchasing, and warehouse teams to ensure smooth and efficient workflow.

Key Responsibilities: Order Management (Main Responsibility)

• Receive and record customer requests (WhatsApp / calls / email).
• Prepare Order Sheets and send them to the sales team for pricing.
• Send quotations to customers after price approval.
• Follow up on orders until completion.

Purchase Support

• Send Purchase Orders (POs) to suppliers.
• Follow up with suppliers regarding order confirmation and delivery schedules.
• Update order status (Ordered / In Transit / Received).

Coordination & Follow-up

• Coordinate with the warehouse/storekeeper to confirm material arrival.
• Monitor order status on a daily basis.
• Inform the sales team once materials are available for customer follow-up.

Administrative & Secretarial Tasks

• Handle calls, emails, and general communication.
• استقبال الزبائن والموردين (Receive clients and suppliers).
• Organize meetings and schedules.
• Prepare basic correspondence (quotations, follow-ups, reminders).

Data Entry & Filing

• Enter data (orders, supplier details, simple invoices).
• Work on Excel or company system.
• Maintain proper filing and archiving of:
• Purchase Orders
• Invoices
• Delivery Notes

Reporting

• Prepare simple reports:
• Daily orders
• Pending orders
• Shortage items

Requirements:

• Minimum 2 years of experience in administrative or coordination roles.
• Good knowledge of MS Excel.
• Good command of English (spoken and written).
• Strong organizational and follow-up skills.
• Ability to work under pressure and meet deadlines.
• Responsible and able to coordinate between multiple departments.

Preferred Qualifications:

• Experience in building materials, trading, or supply companies.
• Basic understanding of purchasing and sales processes.
• Fast learner with attention to detail.
• Ability to handle workload efficiently.

Location: Abu Dhabi – Mussafah
Job Type: Full-time

Work Location: In person