Summary
Stantec is seeking an Administrative Assistant / Document Controller for its Dubai office. The role supports office operations through correspondence, records, meeting and travel coordination, office supplies, onboarding, events, and project and bid submissions. Applicants need a degree, diploma, or certificate, fluency in written and spoken Arabic and English, and proficiency in Microsoft Office; a valid driving licence is preferred. The title specifies UAE National.
The posting
As published on stantec.com. Pulled from the employer's site and shown as they wrote it.
Stantec is looking for a Receptionist/Office Administrator to join our Dubai office. This role is essential in supporting daily operations and ensuring a professional and efficient work environment.
Key Accountabilities and Responsibilities include, but are not limited to:
- Manage telephone calls, emails, and correspondence efficiently, while maintaining organized administrative files and records.
- Coordinate meeting arrangements including room bookings, catering, logistics, and presentation setup.
- Organize complex regional and international travel, including visa support when required.
- Ensure the office meets housekeeping and general standards, liaising with departments and vendors as needed.
- Conduct research for vendor sourcing and manage office supplies and pantry inventory.
- Assist with onboarding new staff and support office events.
- Provide support for project and bid submissions.
- Deliver administrative support such as document typing, editing, and translation processing.
- Collaborate effectively with team members locally and remotely to complete tasks and projects.
- Maintain open and professional relationships with colleagues and management.
- Offer flexibility and coverage for other administrative staff when needed.
- Ensure tasks are completed in line with provided training and guidelines.
- Follow safe work practices and adhere to company policies for planning and executing tasks.
- Uphold Stantec’s Core Values and ensure work aligns with the company’s Quality Systems and Project Quality Procedures.
Qualifications
Person Specifications and Qualifications:
- Degree or Diploma/ Certificate from a recognized institute.
- Fluent English and Arabic, spoken and written is essential
- Demonstrated proficiency in using Microsoft Outlook, Word, Excel and PowerPoint
- Valid Driving License preferred
- A flexible approach to working hours
- Be of the highest caliber: punctual a flexible approach to working hours, with occasional weekend work if required.
- Professional presentation of self, courteous and helpful, always acting as an ambassador on behalf of Stantec
- Punctual, reliable and flexible approach
- Ability to work independently and well as part of a team
- Self-motivated and ability to take responsibility
- Able to demonstrate proficiency in the responsibilities of the role
- The ability to manage workload, work autonomously, reviewing own work on a regular basis, with consistent attention to detail, while consistently meet objectives.
- Maintain a high degree of responsibility, discretion and confidentiality.
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