Administrative Assistant

About the role

Aggreko is looking for an Administrative Assistant based in Dubai. You will support the smooth deployment of manpower and day-to-day administration, working closely with Project Coordinators, Service Team Leads, external contractors and company staff.

Key responsibilities

• Provide administrative and logistical coordination for Aggreko projects and events across the Middle East region.
• Prepare and coordinate travel arrangements for employees and contractors, including flights, accommodation, visas and transport.
• Act as a main contact for subcontractors, coordinating their availability and extending project offers on instruction of the Planning Manager.
• Raise requisitions for project materials, services and equipment in the procurement system in line with compliance regulations.
• Manage Purchase Orders accurately and promptly based on Goods Receipt Notes.
• Maintain communication with internal and external stakeholders on project status, logistics and requirements.
• Schedule and coordinate meetings, prepare agendas, circulate minutes and track action items.
• Register subcontractors in the company's platform and track employee and contractor documentation and compliance.
• Organise and update project documentation and databases such as expense reports, visa trackers and manpower allocation.
• Prepare accreditation and site access requirements, and provide administrative support to Project Coordinators and Project Managers.

Required profile

• At least 3 years' experience in administration.
• Proven experience in project administration or a highly organised administrative role, ideally in a large corporate or industrial environment.
• Excellent written and verbal communication skills with internal and external stakeholders.
• Strong organisational and time management skills, quality-oriented and able to meet deadlines.
• Ability to work independently and in a team in a fast-paced environment.

Required skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience managing travel logistics, procurement processes and database maintenance.