Office Administrator/Document Controller
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.
Key Responsibilities
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: AED3,500.00 - AED4,500.00 per month
Application Question(s):
- Do you have any experience with AEC Business?
- Are you available to join immediately?
Education:
- Bachelor's (Required)
Work Location: In person
Stop applying blindly.
Start getting hired.
Base Career automates the hardest parts of job searching — apply smarter, not harder.
AI Resume in 60s
Your resume rewritten for this exact role using the job description as the brief.
ATS-Optimized
Get past automated screening filters with the right keywords matched to each job.
Application Tracker
Track every job, follow-up, and interview in one visual kanban board.
Free plan · No credit card required