Executive Secretary / Operations Coordinator

About This Role

Location

Ghyathi, Al Dhafra region, Abu Dhabi, United Arab Emirates

Job Summary

We are looking for a highly organized and proactive Executive Secretary / Operations Coordinator to support the management team of a roads, earthworks, transportation, and general contracting company in Abu Dhabi.

The ideal candidate should have strong administrative, coordination, communication, and follow-up skills, with the ability to work under pressure and coordinate between management, site teams, clients, and internal departments.

Key Responsibilities

- Provide administrative and executive support to the management team.

- Prepare, format, and manage official letters, emails, quotations, reports, and correspondence.

- Coordinate between management, site teams, clients, suppliers, and subcontractors.

- Follow up on purchase orders, quotations, invoices, delivery notes, payment certificates, timesheets, and supporting documents.

- Maintain proper filing and documentation for contracts, projects, vehicles, equipment, employees, and suppliers.

- Arrange meetings, prepare minutes of meetings, and follow up on action points.

- Monitor deadlines, approvals, document submissions, and pending matters.

- Assist in preparing reports, schedules, trackers, and summaries using Excel.

- Handle phone calls, emails, appointments, and daily office coordination.

- Support operations by maintaining clear communication between office and site teams.

- Perform any other administrative or coordination tasks assigned by management.

Required Qualifications

- Bachelor’s degree or diploma in Business Administration, Office Management, Accounting, or a related field.

- Minimum 3 to 5 years of UAE experience in a similar role.

- Experience in construction, contracting, transportation, logistics, earthworks, heavy equipment, or oil & gas subcontracting is strongly preferred.

- Strong command of English is required.

- Arabic language is an advantage.

- Excellent knowledge of MS Office, especially Word, Excel, Outlook, and PDF tools.

- ERP/Odoo experience is an advantage.

Required Skills

- Strong organizational and follow-up skills.

- Excellent written and verbal communication.

- Ability to prepare professional emails and business letters.

- Good coordination skills with site teams, drivers, clients, and suppliers.

- Ability to work under pressure and handle multiple tasks.

- Attention to detail and accuracy in documentation.

- Professional attitude and confidentiality.

- Good time management and problem-solving skills.

Benefits

- Employment visa.

- Medical insurance.

- Annual leave as per UAE Labour Law.

- Single accommodation within company`s camp in Ghyathi.

- Food within company`s camp in Ghyathi.

Job Type: Full-time

Ability to commute/relocate:

• Abu Dhabi: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Required)

Experience:

• executive secretary in Contract, earthworks, transportation : 3 years (Required)

Language:

• English and Arabic (Preferred)

Work Location: In person