Administrative Assistant​/Document Controller; UAE National

Job Description

Stantec is looking for a Receptionist/Office Administrator to join our Dubai office. This role is essential in supporting daily operations and ensuring a professional and efficient work environment.

• Manage telephone calls, emails, and correspondence efficiently, while maintaining organized administrative files and records.
• Coordinate meeting arrangements including room bookings, catering, logistics, and presentation setup.
• Organize complex regional and international travel, including visa support when required.
• Ensure the office meets housekeeping and general standards, liaising with departments and vendors as needed.
• Conduct research for vendor sourcing and manage office supplies and pantry inventory.
• Assist with onboarding new staff and support office events.
• Provide support for project and bid submissions.
• Deliver administrative support such as document typing, editing, and translation processing.
• Collaborate effectively with team members locally and remotely to complete tasks and projects.
• Maintain open and professional relationships with colleagues and management.
• Offer flexibility and coverage for other administrative staff when needed.
• Ensure tasks are completed in line with provided training and guidelines.
• Follow safe work practices and adhere to company policies for planning and executing tasks.
• Uphold Stantecâs Core Values and ensure work aligns with the companyâs Quality Systems and Project Quality Procedures.

Person Specifications and

Qualifications:

• Degree or Diploma/ Certificate from a recognized institute.
• Fluent English and Arabic, spoken and written is essential
• Demonstrated proficiency in using Microsoft Outlook, Word, Excel and Power Point
• Valid Driving License preferred
• A flexible approach to working hours
• Be of the highest caliber: punctual a flexible approach to working hours, with occasional weekend work if required.
• Professional presentation of self, courteous and helpful, always acting as an ambassador on behalf of Stantec
• Punctual, reliable and flexible approach
• Ability to work independently and well as part of a team
• Self-motivated and ability to take responsibility
• Able to demonstrate proficiency in the responsibilities of the role
• The ability to manage workload, work autonomously, reviewing own work on a regular basis, with consistent attention to detail, while consistently meet objectives.
• Maintain a high degree of responsibility, discretion and confidentiality.