Department Assistant

Job Summary

To provide efficient administrative and operational support to the division, ensuring smooth day-to-day functioning, coordination between departments, and effective communication within the division.

• Assists in coordinating with government authorities, statutory bodies, and chambers of commerce for registrations, renewals, attestations, and cancellations of company certificates, permits, subscriptions, and clearances.
• Supports handling of project authority coordination, and compliance with regulatory and organizational standards.
• Helps organize and maintain administrative records, filing systems, and documentation, including certificates, IDs, insurance policies, lease agreements, correspondence, and risk-related records.
• Assists in the application, renewal, and tracking of employee identity cards issued by authorities.
• Supports onboarding by preparing documentation and maintaining updated employee records per company procedures.
• Provides assistance in administering office premises, warehouses, site offices, and project facilities, including lease negotiations, contract finalization, renewals, and landlord coordination.
• Monitors office supplies, equipment, and facilities for operational readiness.
• Supports the Projects Director and division management by scheduling meetings, arranging travel, coordinating with agents, preparing agendas, recording and circulating MOMs, and following up on action items.
• Assists in coordinating settlement of business expenses, petty cash reimbursements, and documentation.
• Helps prepare reports, presentations, and correspondence, manages communications, handles inquiries, and supports implementation of policies, procedures, and workflows for smooth operations.

• Bachelor’s degree in Business Administration, Office Administration, or a related field.
• 1–3 years of relevant experience.
• Proficiency in English & Arabic.
• Strong MS Office skills.