Administrator - Executive Assistant

Job Description

Position: Administrator / Executive Assistant

Department: Administration
Reports To: Business Head of City Care
Location: Dubai, UAE

Job Purpose

The Administrator / Executive Assistant is responsible for providing comprehensive administrative, operational and executive support to the Head of City Care while ensuring the smooth day-to-day administration of City Care Facility Management and City Care for Security Services.

This role acts as the central coordination point between management, operations, HR, finance, sales, procurement, suppliers and clients. The successful candidate will be highly organised, proactive, professional and capable of handling confidential information with discretion.

Key Responsibilities

Executive Support

• Provide full administrative and secretarial support to the Head of City Care.
• Manage the Head of Department's calendar, meetings and appointments.
• Coordinate internal and external meetings.
• Prepare meeting agendas and circulate documentation.
• Record meeting minutes and follow up on action items.
• Screen telephone calls and correspondence.
• Draft professional emails, letters and internal communications.
• Maintain confidential records and files.
• Coordinate travel arrangements, accommodation and itineraries when required.
• Manage daily priorities and assist with workload planning.

Administrative Duties

• Maintain company filing systems (electronic and physical).
• Prepare reports, presentations and business documents.
• Handle incoming and outgoing correspondence.
• Maintain company registers and administrative records.
• Coordinate courier services and deliveries.
• Order and maintain office stationery and supplies.
• Ensure office administration is organized and efficient.
• Monitor expiry dates of important company documents and licenses.

Operations Administration

Provide administrative support to all operational departments including:

• Security Services
• Cleaning Services
• Pest Control
• Rope Access
• Specialist Services

Responsibilities include:

• Preparing deployment documents.
• Maintaining operational records.
• Assisting with mobilisation of new contracts.
• Preparing staff lists.
• Updating operational trackers.
• Coordinating with supervisors.
• Assisting with manpower planning.
• Maintaining client documentation.

Contract Administration

• Prepare quotations using company templates.
• Prepare proposals and presentations.
• Draft contracts and addendums.
• Track contract expiry dates.
• Coordinate contract renewals.
• Maintain contract database.
• Maintain client document register.

Sales & Business Development Support

• Prepare client presentations.
• Assist with tender submissions.
• Coordinate proposal documentation.
• Maintain CRM database.
• Update sales pipeline.
• Arrange client meetings.
• Follow up outstanding proposals.
• Prepare sales reports.

HR & Staff Administration

Assist HR and Operations with:

• Employee documentation.
• Leave records.
• Attendance records.
• Staff files.
• Visa documentation.
• Uniform issue records.
• Training records.
• SIRA licence tracking.
• Medical and Emirates ID expiry tracking.
• Onboarding documentation.
• Exit documentation.

Procurement Administration

• Obtain quotations from suppliers.
• Prepare comparison sheets.
• Raise purchase requests.
• Track deliveries.
• Maintain supplier database.
• Coordinate with vendors.
• Maintain inventory records.

Finance Administration

Liaise with Finance regarding:

• Client invoicing.
• Timesheet submission.
• Purchase orders.
• Payment follow-ups.
• Receivable trackers.
• Expense records.
• Monthly reports.

Document Control

• Maintain company document control system.
• Ensure latest document versions are used.
• Archive historical records.
• Maintain proposal library.
• Maintain policy library.
• Maintain ISO documentation where applicable.
• Document tracker for movement from C