Full job description

Office Secretary – Dubai Office

Chillco Building Contracting Co. LLC

We are looking for a smart, motivated, and highly organized Office Secretary to support the daily operations of our Dubai office. The ideal candidate must have strong administrative skills, excellent communication abilities, and solid experience working in the UAE.

Key Responsibilities

• Manage all incoming and outgoing correspondence, document flow, filing systems, and archiving.
• Prepare letters, reports, meeting minutes, and official documents with high accuracy and proper formatting.
• Coordinate schedules, appointments, meetings, and follow-ups for management and project teams.
• Handle phone calls, emails, inquiries, and provide professional communication with clients, suppliers, and subcontractors.
• Organise and update databases, contracts, LPOs, invoices, and project-related documents.
• Prepare presentations, project summaries, and corporate materials when required.
• Support HR, procurement, and project departments with administrative tasks.
• Maintain office supplies, coordinate deliveries, and assist in smooth day-to-day office operations.
• Ensure confidentiality of company information and professional conduct at all times.

Required Skills & Qualifications

• Experience working with ERP and CRM systems (Zoho / Odoo / SAP / Dynamics preferred).
• Excellent command of Microsoft Word & Excel (advanced formatting, formulas, tables, Pivot Tables).
• Strong skills in PowerPoint for creating professional presentations.
• Full proficiency in Microsoft Outlook (calendar management, scheduling, email organization).
• Familiarity with digital tools such as Zoom, MS Teams, Google Workspace, Adobe PDF.

Administrative Skills

• Strong knowledge of document control, filing, archiving, and workflow of official correspondence.
• Experience supporting managers and project teams in daily coordination and reporting.
• Ability to prepare daily/weekly reports and track pending actions.
• Strong organizational and time-management skills.
• Experience in construction or contracting companies is a strong advantage.

Communication & Personal Skills

• Excellent interpersonal skills, professional appearance, and positive attitude.
• Strong communication skills with the ability to interact confidently with clients and suppliers.
• Fast learner, intelligent, motivated, and able to work under pressure.
• High level of responsibility, accuracy, and attention to detail.

Experience & Education

• Minimum 5 years of relevant work experience in the UAE (mandatory).
• Bachelor’s degree in Architecture, Civil Engineering, Management, Literature, Science, or similar fields.
• Experience handling construction documents (LPO, invoices, delivery notes, RFIs, submittals) is an added advantage.

Languages

• Fluent English (written & spoken).
• Arabic knowledge is a plus.

Employment Details

• Job Type: Full-time
• Location: Dubai, UAE
• Industry: Construction / Contracting
• Salary: Based on experience + standard UAE benefits

Job Type: Full-time