Executive Secretary – Construction

Confidential

AED 6,000 - 7,999 per month

Bur Dubai, Dubai, UAE

Full Time

10-15 Years

Female

Bachelors Degree

Posted a day ago

Job Details

Al Tariq Contracting LLC is hiring an experienced Executive Secretary in Dubai to support management and handle construction-related administration, contracts, billing and accounts support.

Previous experience working for a construction contracting company is essential. Minimum 15 years Dubai experience is preferred.

KEY RESPONSIBILITIES

• Manage correspondence, meetings, schedules and follow-ups. Handle confidential management records and coordinate personal appointments, travel, reimbursements and family/domestic staff travel and insurance.

• Prepare and maintain subcontract agreements, project contract files, payment certificates, tax invoices and related correspondence. Track contract values, variations, deductions and retention.

• Prepare monthly client progress billings and subcontractor payment certificates using approved project figures. Submit documents through client portals, including EO and DPW, and follow up on payments and retention releases.

• Coordinate tender bonds, advance payment guarantees and performance guarantees. Maintain registers and follow up on renewals, amendments and releases.

• Support accounts by checking invoices, delivery orders, receipts, account codes and project allocations. Enter or validate transactions, review LPOs, reconcile statements and prepare expense summaries, payment vouchers and cheques when required.

• Prepare payroll and WPS uploads, maintain employee bank details through approved procedures, and coordinate Emirati employee pension registration and monthly payment documentation.

• Obtain and compare insurance quotations, negotiate terms, coordinate renewals and policy changes, and follow up on claims for project, medical, workmen’s compensation, motor fleet, and plant and equipment insurance.

• Handle authority applications, fee payments, company licence and registration renewals, DEWA disconnections and Etisalat business registrations.

• Administer ENOC vehicle registrations, fuel limits and invoices. Maintain accurate company system records and provide routine FileMaker support and basic troubleshooting.

• Keep documents organised and confidential, prepare supporting records for audits, and independently track pending actions, expiry dates and deadlines.

REQUIREMENTS

• Executive secretarial or administrative experience within a construction contracting company is essential.
• Practical knowledge of subcontract administration, construction billing, bank guarantees, insurance, payroll and basic accounting.
• Strong Microsoft Word and Excel skills.
• Experience with Sage 200 Evolution, Odoo, FileMaker and online client or authority portals is an advantage.
• Good written and spoken English.
• Strong attention to detail, discretion and reliable follow-up.
• Ability to manage several deadlines and complete tasks with minimal supervision.

Location: Dubai, UAE
Employment: Full-time
Reports to: Management

Please apply only if you have relevant construction contracting company experience.

Language

English

Nationality

Filipino

Company Size

51-200

Skill