Assistant Officer - Administration

Role Overview

Assistant Officer - Administration at Al Ghurair, based in the UAE. This role provides administrative and coordination support to the Facilities Management team by maintaining accurate records, preparing reports, coordinating operational requirements, and ensuring timely follow-up of administrative activities. The role will support day-to-day operations remotely while maintaining effective communication with internal teams, clients, contractors, and site personnel.

Role Purpose

Provide administrative and clerical support to the Facilities Management operations through accurate record-keeping, report preparation, documentation coordination, and timely follow-up of administrative activities across internal and external stakeholders.

Key Responsibilities

Records and Documentation

• Maintain and update administrative records, databases, trackers, and documentation.
• Maintain records of work orders, preventive maintenance activities, attendance, and site requirements.
• Maintain proper filing and documentation of contracts, reports, correspondence, and other FM records.

Reporting

• Prepare daily, weekly, and monthly reports related to FM operations.
• Assist in preparing client reports, presentations, and operational summaries.

Procurement and Quotations

• Support preparation and tracking of quotations, purchase requests, and related documentation.

Coordination and Communication

• Coordinate with site teams and relevant departments to collect required information and updates.
• Support mobilization activities by coordinating required documentation and information.

Follow-up and Monitoring

• Follow up on pending actions, approvals, requests, and operational requirements.
• Monitor and update trackers to ensure timely completion of assigned activities.

Compliance and Audits

• Assist with compliance documentation, audits, inspections, and internal reporting requirements.

Qualifications & Experience

• UAE National with a valid Family Book.
• Bachelor's degree or Diploma in Business Administration, Management, Human Resources, Office Administration, or a related field.
• Fresh graduates are welcome to apply.

Skills & Competencies

• Good written and verbal communication skills in Arabic and English.
• Basic proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook).
• Strong organizational and time-management skills.
• Good attention to detail and documentation skills.
• Ability to work independently and as part of a team.
• Willingness to learn and develop within the organization.