Overview
Office Administrator / Secretary Jobs in Doha, Qatar at Polyline
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.
Key Responsibilities Administrative Support
- 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.
Executive & Team Support
- 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.
Document Control
- 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.
Office Management
- 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.
Qualifications
- 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.
Skills
- Correspondence Handling
- Client Relations
- Attention to Detail
- Confidentiality and Professionalism
Reporting To:
Managing Partner / General Manager.
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Title: Office Administrator / Secretary
Company: Polyline
Location: Doha, Qatar
Category: