Business Administrator

Job Title:

Business Administrator (Fit-Out Experience is a must)

Reports To:

General Manager

Job Summary:

As a Business Administrator, your primary responsibility is to manage administrative, document control, and coordination tasks to ensure smooth operations and effective communication within the company. Your role will involve supporting office and site teams, facilitating efficient project workflows, and representing the company professionally during interactions with clients, suppliers, and visitors.

Key Responsibilities:

Administrative Duties:

• Answer and direct incoming calls professionally and ensure prompt follow-ups.
• Respond to general emails and draft professional correspondence as required.
• Organize and maintain the General Manager’s schedule, including meetings and site visits.
• Prepare invoices, receipts, and quotations using ready templates under the General Manager’s instruction.
• Manage office supplies and equipment maintenance.
• Greet visitors, handle inquiries, and ensure a professional front-office experience.

Document Control:

• Maintain and organize project documentation, including contracts, permits, RFIs, drawings, and agreements.
• Ensure document version control and distribute updates to relevant stakeholders.
• Archive completed project documents for future reference.
• Monitor submission deadlines for permits, certifications, and other key documentation.

Project Coordination (Office-Based):

• Track project schedules, timelines, and progress reports, ensuring updates are communicated effectively.
• Coordinate with suppliers to ensure timely procurement and delivery of materials.
• Act as a liaison between the office, site teams, and external parties.
• Assist in preparing tender documents and reviewing supplier/subcontractor quotations.
• Maintain a centralized dashboard for tracking milestones and deliverables.

Meeting and Site Visit Support:

• Schedule and organize meeting agendas and materials.
• Attend meetings and site visits to take detailed notes and prepare Minutes of Meeting (MoM).
• Document site conditions, issues, and resolutions for management review.
• Follow up on action items from meetings to ensure tasks are completed promptly.

Client and Stakeholder Interaction:

• Act as the first point of contact for client inquiries and provide timely updates on project progress.
• Communicate with suppliers to handle quotations, orders, and deliveries.
• Prepare and send formal reports and letters to clients and other stakeholders.

Other Responsibilities:

• Monitor compliance with UAE labor laws and internal policies.
• Ensure confidentiality and security of company documents and information.
• Handle ad-hoc assignments and special projects as directed by the General Manager.

Job Type: Full-time

Experience:

• Fitout: 3 years (Required)

Expected Start Date: 01/02/2025