Secretary – Interior Fit‑Out Team

About the role

We are seeking a well‑organized and proactive Secretary to support our Interior Fit‑Out team in Dubai. The role involves handling daily administrative tasks, coordinating with clients, suppliers and subcontractors, and ensuring project documentation is accurate and up‑to‑date.

Key responsibilities

• Prepare and respond to professional emails to clients, consultants, suppliers and subcontractors.
• Follow up with clients on quotations, proposals, approvals, drawings and other project requirements.
• Coordinate with suppliers and subcontractors to obtain quotations, material prices, availability and delivery information.
• Prepare and organise quotation‑related documents and supporting information.
• Maintain records of clients, suppliers, quotations, purchase orders and project‑related documents.
• Assist in preparing and sending quotations, proposals, letters and other business correspondence.
• Monitor pending emails and follow up to ensure timely responses.
• Maintain daily and weekly follow‑up reports for quotations and ongoing activities.
• Coordinate meetings, appointments, site visits and other project‑related activities as required.
• Maintain proper filing of company and project documents, both digitally and physically.
• Support management and project teams with general administrative and coordination tasks.
• Communicate any delays or pending matters to management promptly.

Required profile

• Previous experience as a Secretary, Administrative Coordinator or similar role, preferably in interior fit‑out, construction, engineering or contracting.
• Good knowledge of MS Office, especially Word and Excel.
• Excellent written and verbal communication skills in English.
• Strong follow‑up, coordination and organisational abilities.
• Ability to handle multiple tasks, meet deadlines and communicate professionally with clients, suppliers and subcontractors.
• UAE experience is preferred.
• Knowledge of quotations, BOQ, procurement or construction documentation is an advantage.

Required skills

• MS Office
• Word
• Excel