Administration Assistant

Job description / Role

About Emirates Engineering Facilities

Emirates Engineering Facilities department is dedicated to creating and maintaining premier environments for all engineering needs. From state-of-the-art hangars and workshops to efficient material stores, offices, and training spaces, we ensure every facility supports and enhances engineering excellence. We manage electrical power, air conditioning, fire safety, cleaning, specialized equipment, landscaping, and compressed air systems, while supporting facility expansion and maintenance.

Role Overview

The Administration Assistant is to provide general administrative services and/or secretarial support. This role is typically focused on the completion of tasks and work routines which are semi-related. Interaction with contacts within other departments is routine and usually uncomplicated. The use of a computer is at a basic level and somewhat frequent.

Responsibilities

• Organise appointments as required and prepare necessary documents, keeping designated employees advised of their daily schedule and ensure availability of facilities, meeting rooms, etc. Where required, handle all aspects of internal customer service to ensure a professional, accurate, and informative service.
• Receive cash, prepare daily reports on the same and highlight discrepancies where the case. Support supervisory staff in billing and account reconciliation where required. Prepare and submit applications, government forms, permit requests, etc. for employees.
• Prepare documents, passes, licenses, and forms for submission to HR, Staff Travel, and other internal departments for staff as required.
• Complete timekeeping activities such as: input of sick, absence, leave, overtime to ensure accurate records are maintained. Assist in compiling routine management reports. Recommend improvements to process/procedure to seniors.
• Maintain department records for timekeeping and highlight attendance trends or issues to management.
• Compose and dispatch routine letters, memos, and other correspondence for the department. Sort, consolidate, and distribute incoming mail items and other documents in an organised and timely manner.
• Prepare documents for distribution to internal and external departments as per department requirements. This includes photocopying, collating, scanning, faxing, laminating, binding, etc. Wherever required by role, update information systems and prepare routine reports.
• Maintain an efficient filing system for the department and ensure logs or standard reports are as per requirements. Ensure information is accurate and up to date.
• Ensure hardware assets are in working order (photocopier, telephones, fax).
• Order and maintain office stationery supplies, with logs of daily activity.

Qualifications & Experience

To be considered for the role, you must meet the below requirements:

• Administration / General administration: 1+ year
• 10 years schooling or equivalent

Knowledge/Skills

• Experience in an administrative or office environment.
• Computer literate with working knowledge of Word, Excel, etc.
• P&L requirement - Recommended international qualifications: MCIPS, CIPS, CPP, CSMP, CPSM, IPSCMI qualifications (CIPP, CPPP, CISCP, CICCM, CIPN, CITLP, CISM, CMPO)
• Master's degree or bachelor's degree in procurement, finance, engineering, MBA equivalent to CIPS or MCIPS depending on grade.

About the Company

A fast-growing international airline with one of the youngest fleets in the sky and more than 400 awards for excellence worldwide.