Secretary cum Receptionist

Role overview

Front desk and office administration

• Welcome and assist visitors, clients, consultants, contractors, and suppliers; answer calls, respond to inquiries, and route calls appropriately.
• Manage emails, correspondence, courier services, and document distribution; maintain a professional reception and office environment.
• Schedule appointments and meetings, maintain management calendars, and handle printing, scanning, photocopying, and data entry.
• Prepare and maintain letters, reports, meeting minutes, and business correspondence.
• Maintain filing systems for contracts, quotations, invoices, purchase orders, and project-related documents.
• Receive, register, and distribute documents from project sites, consultants, clients, and suppliers; maintain project records and document trackers.

Supplier and procurement coordination

• Request quotations from suppliers and subcontractors for construction materials, equipment, tools, and services.
• Assist with quotation comparison sheets and purchase-order documentation for management approval.
• Follow up on quotations, order confirmations, material availability, and delivery schedules.
• Coordinate material deliveries and document submissions with site teams and suppliers.
• Maintain supplier databases, procurement records, and material tracking sheets; help check quotations, invoices, delivery notes, and purchase orders for discrepancies.

Qualifications and experience

• Diploma or bachelor's degree in Business Administration, Office Management, Secretarial Studies, or a related field.
• At least 2 years of relevant experience in a secretary, receptionist, administrative assistant, or office coordinator role in engineering, construction, contracting, or MEP.
• Previous UAE construction or engineering industry experience is preferred.
• Familiarity with construction documents, supplier quotations, purchase orders, and project correspondence.
• Proficiency in Microsoft Office, especially Word, Excel, and Outlook; good written and spoken English.

Additional requirements

• Strong communication, organization, multitasking, time management, numerical skills, attention to detail, and accuracy.
• Professional telephone etiquette, customer-oriented approach, and effective coordination with clients, suppliers, contractors, and internal teams.
• Ability to prioritize tasks, meet deadlines, and handle confidential information with discretion; reliability, punctuality, professionalism, and initiative.
• Experience in procurement coordination and construction material sourcing, including quotation comparisons, purchase orders, procurement trackers, and site-team coordination.
• Knowledge of construction and landscaping materials, MEP supplies, tools, and equipment.

Workplace

• Work location is in person.