Office Administrator

Al Mujassam Architect and Engineer is an innovative startup consultancy specializing in architecture and engineering. As a new company, we thrive on a startup mentality and are seeking team members who are flexible, driven, and ready to contribute to our success story.

We are looking for a highly organized and detail-oriented Office Administrator to join our dynamic team. This role is critical in ensuring our office's smooth and efficient operation.

Tasks

Your role involves aspects of Team Support, Document Control, Accounting, and IT Support. Expertise in all these areas is NOT mandatory, though a plus. You will receive TRAINING and support. However, willingness to perform these tasks and demonstrate aptitude is a must.

***Office Administration and Team Support***

1. Perform all associated day-to-day administration duties.
2. Keep the office tidy and clean.
3. Ensure stationery and required supplies (e.g., water, tissues) are available.
4. Follow up on and complete any internal maintenance issues.
5. Coordinate meetings, appointments, and travel arrangements with clients and vendors.
6. Track and monitor attendance and travel for staff.
7. Assist in preparing contracts and agreements as needed.
8. Take site photos when required.
9. Visit clients and agencies outside the office to complete tasks.
10. Follow up with our PRO on MOHRE residency, immigration, and other processes.
11. Maintain an organized inventory of assets.

***Financial and Accounting Tasks***

1. Keep accounts updated.
2. Track expenses and maintain financial records.
3. Prepare VAT filings and accounting documents.
4. Generate invoices.
5. Follow up on outstanding payments.
6. Maintain a systematic record of invoices and receipts.
7. Prepare simple financial reports as required.

***IT Support***

1. Provide basic IT support to resolve office equipment and software issues.
2. Set up computer desks and ensure systems are functional.
3. Coordinate with external IT vendors for more complex technical issues.

***Online Platform Management***

1. Manage and update information on various online platforms.
2. Register the company on various platforms and submit required forms and documents.

***Document Control***

1. Arrange files on the computer and server.
2. Arrange physical files.
3. Perform document control for correspondences with clients, contractors, agencies, and third parties.
4. Maintain organized records and ensure easy access to necessary documents.
5. Prepare and process forms for project registration and other requirements.
6. Translate technical contracts and documents.
7. Ensure all our official papers are updated (example: Trading license, Ejari).

***CRM and Lead Management***

1. Contact clients and follow up with prospects.
2. Perform necessary follow-ups on WhatsApp, Telegram, and email.
3. Coordinate and maintain records of client interactions and updates.
4. Manage a CRM system.

***Additional Duties***

1. Be flexible and carry out additional tasks as reasonably required.

Requirements

Must Qualifications

• Minimum 2 years of experience in a similar role, preferably in a contractor consultancy or related industry.
• Bachelor's degree in any field.
• Strong multitasking and organizational skills with an aptitude for flexibility.
• Proficiency in Microsoft Office.

Optional Qualifications (Affects the Salary)

Having one or more of the following qualifications makes the candidate more desirable:

• Accounting Background.
• IT or Computer Science Background.
• Web design and graphic design experience.
• Document Control Experience.
• Business management (MBA).
• Worked with a construction-related company.

Benefits

Salary: AED 3500 - AED 5000 (depending on experience, degrees, and background)

Company: Al Mujassam Architect and Engineer

Location: Dubai, UAE

Benefits: All as per UAE labor law

Interview Process

• Includes evaluation tests.
• Two interviews: one via Zoom and one face-to-face.

Join Al Mujassam Architect and Engineer where your role matters, and your contributions directly impact our journey toward success. Apply now and be part of our growing story!