Administrative Assistant

Geoseas Marine is seeking a highly organised, proactive, and detail-oriented Administrative Assistant to support the company’s day-to-day administrative, HR, and office operations. The successful candidate will ensure that employee documentation, government-related processes, office requirements, and administrative records are managed accurately, efficiently, and in compliance with applicable UAE regulations.

The role involves close coordination with the Finance & Administration Manager, Human Resources, Project Managers, Operations teams, PROs, and other relevant departments to ensure smooth business operations and timely completion of administrative tasks across the company.

Key Responsibilities1. HR Administration and Employee Records

• Maintain accurate and up-to-date employee files, personnel records, and HR databases.
• Prepare employment letters, salary certificates, NOCs, experience certificates, and other HR-related documents.
• Coordinate employee onboarding and offboarding, including joining documentation, induction arrangements, and exit formalities.
• Monitor employee attendance, annual leave, sick leave, and probation periods.
• Maintain records of employment contracts, employee information, and other relevant HR documents.
• Coordinate medical insurance enrolments, renewals, additions, and cancellations.
• Assist in preparing monthly payroll inputs, including new joiners, resignations, leave records, deductions, and other payroll-related information for Finance.
• Handle employee administrative queries professionally and confidentially.

2. PRO and Government Relations Support

• Coordinate with the company PRO on employment visas, entry permits, medical fitness tests, Emirates ID applications, renewals, and cancellations.
• Track the expiry dates of visas, Emirates IDs, labour permits, passports, and other relevant documents.
• Prepare and verify documentation required for submissions to MOHRE, ICP, GDRFA, and other relevant government authorities, as applicable.
• Follow up on pending applications, approvals, renewals, and government transactions.
• Maintain organised records of government submissions, approvals, receipts, and related fees.
• Ensure that administrative reminders and follow-ups are completed within the required deadlines.

3. Project and Operations Administration

• Provide administrative support to project managers, site teams, and the Operations Department.
• Prepare, format, distribute, and maintain project correspondence, reports, meeting minutes, and other documentation.
• Maintain registers for incoming and outgoing correspondence, document submissions, approvals, and other project records.
• Assist with the preparation and submission of documents required for project mobilisation, site access, employee deployment, and operational activities.
• Coordinate meetings, appointments, travel arrangements, accommodation, and transportation when required.
• Support the preparation and tracking of purchase requests, material requests, delivery documents, and other administrative records, as assigned.
• Liaise with clients, suppliers, subcontractors, consultants, and internal departments regarding routine administrative matters.

4. Office and Facilities Administration

• Manage day-to-day office administration, including stationery, office supplies, equipment, maintenance, and facilities.
• Coordinate office access, accommodation, transportation, and other logistical requirements.
• Maintain proper filing systems for contracts, invoices, employee documents, and company records.
• Monitor office requirements and coordinate with suppliers and service providers.
• Assist in organising internal meetings, company events, and business travel.
• Ensure that office records and administrative procedures are maintained in an orderly and professional manner.

5. Finance and Procurement Support

• Assist the Finance Department in collecting, checking, and organising invoices, receipts, payment documents, and expense claims.
• Track government fees, visa expenses, insurance invoices, and other administrative costs.
• Maintain supporting documents for expense verification, reconciliations, and internal audits.
• Assist with purchase requests, supplier quotations, purchase orders, and delivery follow-ups, where required.
• Prepare and maintain administrative expense trackers and reports using Microsoft Excel.
• Ensure that all supporting documents are submitted to Finance accurately and on time.

6. Document Control and Compliance

• Maintain accurate physical and electronic filing systems.
• Ensure that employee, company, and project documents are properly named, stored, updated, and readily accessible.
• Monitor document expiry dates and maintain registers for licences, permits, insurance policies, and other company records, as applicable.
• Protect confidential employee, financial, and company information.
• Support internal and external audits by providing the required administrative records.
• Follow company policies, procedures, and applicable UAE legal and regulatory requirements.

Qualifications and Experience

• Diploma or bachelor's degree in Business Administration, Human Resources, Office Administration, or a related field.
• Minimum 2–4 years of relevant administrative experience, preferably in the UAE.
• Experience in construction, marine, offshore, dredging, civil engineering, or other project-based environments is an advantage.
• Working knowledge of UAE employment documentation and government procedures is preferred.
• Experience coordinating with PROs and handling visa, Emirates ID, labour permit, and insurance documentation is an advantage.
• Experience supporting project teams and maintaining document registers is preferred.

Skills and Competencies

• Strong organisational, coordination, and time-management skills.
• Good knowledge of Microsoft Office, particularly Excel, Word, and Outlook.
• Excellent document management, filing, and record-keeping skills.
• Strong written and verbal communication skills in English.
• Ability to manage multiple tasks, prioritise deadlines, and follow up proactively.
• High level of accuracy, discretion, and confidentiality.
• Ability to work independently and coordinate effectively with different departments.
• Professional attitude, flexibility, and a service-oriented approach.
• Arabic language skills are an advantage.

Key Performance Indicators (KPIs)

• Timely completion of administrative tasks and document submissions.
• Accuracy and completeness of employee, company, and project records.
• Timely monitoring and follow-up of visa, permit, insurance, and document expiry dates.
• Efficient coordination of onboarding, offboarding, and employee administrative requests.
• Timely submission of payroll inputs and supporting documents to Finance.
• Effective support to project teams and internal departments.
• Compliance with company procedures and document-control requirements.

Working Relationships

The Administrative Assistant will work closely with:

• Finance & Administration Manager
• Human Resources Department
• Project Managers and Operations Teams
• Company PRO and government service providers
• Finance and Procurement Departments
• Clients, suppliers, subcontractors, and other external stakeholders

How to apply : hr@geoseasglobal.com

Pay: From AED5,000.00 per month

Work Location: In person