Manager - Personal Assistant

About E.construct

e.construct is an engineering firm that specializes in providing elegant engineering solutions for complex challenges. e.construct is a fast-growing firm with 7 offices around the world. At our core, we question how the very nature of how to evolve the structures that we inhabit to increase their performance and value. Our work is driven by exceptional engineers from diverse disciplines working collaboratively in a truly holistic design process which generates high-performing systems.

e.construct designs structures such as bridges, high-rise design, commercial facilities design, precast concrete engineering, and post-tensioning design. We are a multi-disciplinary engineering design firm with specialized design and value engineering services. The firm’s core work is holistic at its approach, and it has divisions in structural, MEP, Geotechnical, and emerging construction technology such as 3D printing of concrete and 3D laser scanning.

Key Responsibilities

• Accounting & Procurement Support
• Coordinate with the Accounts and Procurement teams to ensure timely processing of Accounts Payable (A/P) documents and related financial transactions.
• Follow up with customers to ensure invoices are paid within agreed payment terms, proactively managing collections and communicating payment updates with vendors.
• Maintain accurate records of purchase orders (POs), tracking their status and collaborating with procurement and finance to ensure seamless operations.
• Prepare detailed expense reports, process reimbursements, and manage petty cash transactions with accuracy.
• Handle license renewals and ensure all government-related registrations, including DM (Dubai Municipality), are completed on time.
• Administrative & HR Coordination:
• Act as a liaison between HR, Finance, and Administration teams to facilitate the smooth onboarding of relocated employees in the UAE.
• Ensure efficient daily operations by coordinating with various departments and addressing administrative needs.
• Handle confidential information with discretion, maintaining compliance with company privacy policies.
• Personal Assistance & Executive Support:
• Manage the VP of Accounting and Directors’ schedules, coordinating meetings and handling key documentation.
• Prioritize tasks and documents for executive review, ensuring efficiency in workflow.
• Organize, structure, and maintain sensitive documents, tracking workflows to identify and address bottlenecks.
• Oversee visa-related processes via government online services, ensuring compliance with UAE regulations.
• Draft, edit, and proofread documents, reports, and presentations as required.

Skills And Qualifications

• Task/goal oriented and possess a 'get it done' attitude.
• Associates degree in Accounting, Finance, Business Administration, or related field preferred.
• Proven experience in an accounting role or administrative support position.
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook) and accounting software (e.g., NetSuite ERP).
• Basic understanding of accounting principles and financial transactions, preferably in UAE.
• Excellent organizational skills and attention to detail.
• Ability to multitask and prioritize responsibilities in a fast-paced environment.
• Strong written and verbal communication skills.
• Professionalism and discretion in handling confidential information.
• Ability to work independently and take initiative.
• Previous experience in a Legal Firm is required.