Office Administrator/Document Controller
Skills
About This Role
Role Summary
Front-desk and office operations with strong admin/accounting support for an **architecture/engineering/construction (AEC)** practice.
You’ll handle reception, quotations, invoices, payment certificates, basic bookkeeping in **Zoho Books**, and project document control.
Professional appearance and clear **English** communication are essential.
Front Office & Admin
- Greet visitors; manage calls, WhatsApp, and emails; coordinate meeting rooms and calendars
- Courier/mail handling; office supplies & vendor coordination; travel bookings
- Prepare letters, memos, and standardized forms; maintain tidy digital & physical filing
Accounting & AEC Commercial Support
- Prepare **quotations** from scope/BOQ; issue **sales invoices** and **credit notes**
- Record **purchase bills**, expenses, receipts; maintain **petty cash**
- Assist with **bank reconciliations**, AR aging, payment follow-ups
- Draft **Payment Certificates** for contractor invoices based on measured work/approvals
- Ensure correct **UAE VAT** treatment and organize documents for quarterly filing
- Generate routine reports (invoice list, AR/AP, expense summary) from **Zoho Books**
Project Document Control (AEC)
- Maintain submission logs, NOCs, approvals; apply file naming conventions
- Track correspondence with clients/authorities/contractors; version control (PDF/native)
Qualifications
- **1–3 years** in office admin/reception or accounts support; AEC industry exposure preferred
- Hands-on **Zoho Books** (invoicing, bills, receipts, simple reconciliations)
- Basic accounting and understanding of how AEC firms operate
- Strong **English** (spoken & written); additional languages a plus
- Professional, presentable, organized; high attention to detail and follow-through
- Proficient with MS Office/Google Workspace; fast, accurate typing
- immediate joiners only.
- Must meet UAE work authorization requirements
- Female candidate preferred
- Nice to Have
- Experience preparing **quotations** and **payment certificates** for contractors
- Knowledge of WPS inputs and expense claim handling (not payroll processing)
Job Type: Full-time
Pay: AED3,000.00 - AED4,000.00 per month
Application Question(s)
- Are you available to join immediately?
- Do you have any experience in Construction, Architectural Consultancy, or Interior fit-out? Or have you worked in a similar field?
Education
- Bachelor's (Required)
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Role Summary Front-desk and office operations with strong admin/accounting support for an architecture/engineering/construction (AEC) practice. You’ll handle reception, quotations, invoices, payment certificates, basic b
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