Office / Admin Assistant

About the Company

SYSTRA is a global engineering and consultancy organisation focused on public transport and sustainable mobility. With more than 10,300 employees, it works to create transport solutions that are safe, sustainable, and designed to improve access to work, education, and leisure. For 65 years, the group has partnered with cities and regions to develop, improve, and modernise infrastructure and transport networks across the full lifecycle of projects. Its work spans more than 80 countries, and 74% of its revenue comes from international business. Through its newer services, SYSTRA also helps clients navigate digital, environmental, and energy transition challenges to shape the future of mobility.

Role Overview

In this Office/Admin Assistant position, you will help keep the front office running efficiently while delivering dependable administrative support. The role is centered on coordination, communication, and day-to-day operational assistance so the organisation can function smoothly.

Key Responsibilities

• Act as the initial contact for visitors, clients, and vendors, ensuring they receive a courteous and professional welcome.
• Handle reception duties by answering calls, routing them appropriately, taking messages, and responding to general queries promptly.
• Support employee requests and share relevant information as needed.
• Arrange appointments and meetings, and manage scheduling requirements.
• Assist departments and managers with administrative tasks such as data entry, filing, and document preparation.
• Liaise with vendors and service providers for office supplies, maintenance, and related services.
• Raise purchase requests, track quotations, and follow through on order processing.
• Assist with invoice monitoring and coordinate with finance teams for payment follow-up and supporting documents.
• Keep office operations running smoothly by checking supply levels, equipment status, and housekeeping needs.
• Oversee the daily allocation, use, and condition of company vehicles, ensuring all related records are properly maintained.
• Track vehicle movement, maintain trip logs, coordinate with drivers, and monitor fleet utilisation.
• Arrange routine servicing and repairs, record vehicle inspections, and work with garages or vendors to minimise downtime and maintain safety.
• Coordinate with building management for maintenance needs, renewals, support matters, and employee concerns.
• Maintain a tidy, clean, and organised workplace, including desks, pantry areas, and shared spaces, by working with housekeeping staff.
• Carry out regular inspections of offices and workspaces to confirm maintenance standards, safety compliance, and supply availability, and escalate issues for resolution.
• Receive and dispatch mail, parcels, and deliveries.

Requirements

• A bachelor’s degree in business administration or a comparable qualification is required.
• 3 to 5 years of relevant experience in a similar position, preferably in a corporate environment.
• Strong working knowledge of Microsoft Office.
• Excellent verbal and written communication abilities, along with strong interpersonal skills.
• Well-developed organisational skills with accuracy, attention to detail, and thoroughness.
• Ability to handle confidential information responsibly and recognise sensitive matters.
• Flexibility to adapt to shifting priorities and perform effectively in a fast-paced setting.

Additional Information

SYSTRA is an equal opportunity employer, and this role is open to all applicants.

Work Location

Dubai, Dubai, United Arab Emirates