Office Administrator ​/ Secretary

We are seeking a highly organized and professional Office Administrator / Secretary to support the daily operations of Polyline Design & Construction. The successful candidate will be responsible for managing office administration, coordinating schedules, handling correspondence, organizing project documentation, supporting management, and ensuring the smooth operation of the office.

• Manage daily office operations and administrative activities.
• Maintain office filing systems, both digital and physical.
• Prepare letters, reports, presentations, and meeting minutes.
• Handle incoming and outgoing communications, including emails and phone calls.
• Organize and maintain company records and project documentation.

• Manage calendars, appointments, and meetings for management.
• Coordinate internal and external meetings with clients, consultants, contractors, and suppliers.
• Arrange travel bookings, accommodations, and transportation when required.
• Assist management with special projects and confidential administrative tasks.

• Maintain project files, contracts, quotations, and correspondence.
• Track document submissions, approvals, and revisions.
• Ensure proper documentation for municipality submissions, tender packages, and project records.
• Serve as the first point of contact for clients and visitors.
• Follow up with clients regarding meetings, proposals, and project updates.
• Coordinate with suppliers, subcontractors, and consultants.
• Assist in preparing quotations, proposals, and service agreements.

• Monitor office supplies and procurement requirements.
• Coordinate maintenance of office equipment and facilities.
• Ensure a professional and organized office environment.
• Support HR administration such as attendance records and employee documentation.
• Assist in preparing invoices and payment follow-ups.
• Maintain records of expenses and administrative budgets.
• Prepare weekly and monthly administrative reports.

• Bachelor's degree or Diploma in Business Administration, Office Management, or related field.
• Minimum 2 years of experience in administration or secretarial work.
• Experience in engineering, architecture, or construction companies is preferred.
• Excellent communication skills in English;
  Arabic is an advantage.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Strong organizational, multitasking, and time management skills.
• Professional appearance and customer service attitude.

• Correspondence Handling
• Client Relations
• Attention to Detail
• Confidentiality and Professionalism

Reporting To:
Managing Partner / General Manager.