Executive Secretary - Construction Administration

About the role

An experienced Executive Secretary is sought to support management and coordinate project documentation, billing, accounts, payroll, insurance and general administration of a construction company. The role reports to management and requires previous experience in construction contracting, with UAE experience preferred.

Key responsibilities

• Provide confidential executive support, manage correspondence, meetings and follow-ups, and coordinate the Managing Director's personal records, travel, medical appointments and reimbursement claims, including family and 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, and follow up on payments and retention releases after completion and the defects liability period.
• Coordinate tender bonds, advance payment guarantees and performance guarantees, maintaining registers and following up on renewals, amendments and releases.
• Support accounts by checking invoices, delivery orders, receipts, certifications, account codes and project allocations; enter or validate transactions, review LPOs, reconcile statements and prepare expense summaries, and prepare payment vouchers and cheques when required.
• Prepare payroll and WPS uploads, maintain employee bank details, and coordinate Emirati employee pension registration, monthly vouchers and payment documentation.
• Obtain and negotiate insurance quotations, coordinate renewals and policy changes, and process claims for project, medical, workmen's compensation, motor fleet and plant and equipment insurance.
• Process authority applications, fee payments and company licence, registration and membership renewals; coordinate DEWA disconnections and Etisalat business registrations.
• Administer ENOC vehicle registrations, fuel limits and invoices, maintain records in company systems, provide routine FileMaker support and minor troubleshooting, and keep confidential records ready for audits while tracking pending actions, expiry dates and deadlines.

Required profile

• Experience in executive or administrative support within a construction contracting company is essential; UAE experience is preferred.
• Good written and spoken English, strong attention to detail, discretion and reliable follow-up across multiple deadlines.

Required skills

• Practical knowledge of subcontract administration, construction billing, guarantees, insurance, payroll and basic accounting.
• Strong Microsoft Word and Excel skills.
• Advantageous: experience with Sage 200 Evolution, Odoo and online client or authority portals.