Administrative /PA/EA/Secretarial

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A global multi-disciplinary design and Architecture firm with roots in the UAE

Position: Administrative Manager

Department: Administration & Operations Department

Reports to: Director of Operations

Job Purpose: The Administrative Manager is responsible for keeping the office running smoothly and overseeing administrative support.


  • Greet / Welcoming Guests
  • Answer all incoming calls through the main switchboard
  • Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands.
  • Ensure cleanliness in the office
  • Organize and schedule meetings and appointments
  • Enter appropriate courier expenses into time and billing software
  • Update phone extension listing, Team Member telephone number & Emergency Contact Listing
  • Update new client listing for marketing meetings
  • Update database information used for mailings
  • Ensuring Health & Safety Policies are up to date
  • Enter disbursements (long distance phone calls) into time and billing system
  • Assist the organization’s HR function by keeping personnel records up to date, interviews, onboarding, etc.
  • Prepare legal documents such as Employment Contracts, Letters, etc.
  • Company representative: Process and attend all formalities related to visas, lease agreement and license
  • Responsible for applying employee medical insurance, medical claims and necessary coordination and follow up with the insurance company
  • Assist the team in preparing project proposals for management review and approval
  • Petty Cash Management
  • Arabic & English Translation (Excel / Word)
  • Cheque Collection / Deposit
  • Filing of Invoices & Vouchers
  • Maintaining & updating statutory documents for inspection & ready reference
  • Any other tasks as may be requested

Knowledge, Skills & Abilities:

  • Should have knowledge of Contact Management systems; Database software; Spreadsheet software and Word Processing software.
  • Familiarity with main Egypt laws and legal procedures
  • Establishes and maintains effective relations
  • Responds to requests for service and assistance
  • Prioritizes and plans work activities
  • Good computer skills
  • Excellent communication, writing and computer skills (MS office programs)
  • Ability to perfectly communicate in English, both verbal and written.


  • Graduate of any 4-year course
  • 5 years’ experience in the same field

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