Administration Associate

We're Hiring | Administration Associate (UAE) Indus International FZC | Sharjah, UAE Dear All, Indus International FZC , a leading HVAC manufacturing company based in Sharjah, UAE, is looking for an experienced and dynamic Administration Associate to join our growing team. Position Details Position: Admin Associate Department: Admin Reporting To: VP Operations/CEO Location: Sharjah, United Arab Emirates Job Purpose We are looking for a highly organized, proactive, and responsible Administration Associate to provide administrative and personal assistant support to senior management. The role will involve travel and ticket booking, meeting coordination, calendar management, documentation, follow-ups, and day-to-day administrative assistance. Key Responsibilities • Travel & Ticket Booking • Book domestic and international air tickets for management, employees, and business visitors. • Coordinate flight schedules, ticket changes, cancellations, re-bookings, and refunds. • Arrange hotels, airport transfers, transportation, and other travel requirements. • Coordinate with travel agencies and airlines for best available options. • Maintain records of travel bookings, itineraries, and related expenses. • Personal Assistant / Management Support • Provide day-to-day Personal Assistant (PA) support to senior management. • Manage appointments, calendars, schedules, and reminders. • Coordinate personal and official meetings as required. • Handle confidential documents and management-related information with discretion. • Follow up on important tasks and pending matters assigned by management. • Meeting & Appointment Coordination • Schedule and arrange internal and external meetings. • Coordinate with participants and confirm meeting timings. • Arrange meeting rooms, online meetings through Microsoft Teams/Zoom , and required equipment. • Prepare meeting agendas, documents, presentations, and other materials when required. • Record important action points and follow up with concerned departments. • Administrative Coordination • Draft and send professional emails, letters, notices, and other correspondence. • Maintain administrative records, documents, files, and reports. • Coordinate with HR, Finance, Purchase, Production, Logistics, and other departments. • Handle incoming calls, messages, visitors, and official correspondence. • Assist in organizing management visits, client visits, business meetings, and company events. • Follow-Up & Daily Coordination • Maintain a daily task list and ensure timely follow-up on assigned activities. • Coordinate with internal teams and external parties on behalf of management. • Track pending approvals, documents, payments, bookings, and other requirements. • Provide timely updates to management regarding important pending matters. • Handle urgent and ad-hoc administrative responsibilities as required. Education & Experience Bachelor's degree in Business Administration, Commerce, Management, or any relevant field. 25 years of experience in Administration, Executive Assistant, Personal Assistant, Travel Desk, or similar role. Excellent English communication and email drafting skills. Good knowledge of MS Office, Excel, Word, PowerPoint, Outlook, and Microsoft Teams. Experience in flight ticket and hotel booking is preferred. Strong organizational and coordination skills. Ability to manage multiple tasks and work under pressure. Professional appearance and good interpersonal skills. High level of confidentiality and integrity. UAE experience will be an advantage. Preferred Skills Air Ticket & Travel Booking I Executive / Personal Assistance I Calendar & Appointment Management I Meeting Coordination I Email & Correspondence I MS Office I Documentation & Filing I Follow-Up & Coordination I Vendor / Travel Agency Coordination I Communication Skills I Time Management I Confidentiality Ideal Candidate The ideal candidate should be smart, well-organized, proactive, responsive, and trustworthy, with the ability to independently manage day-to-day administrative requirements and provide effective support to senior management. Compensation & Benefits Annual Salary (Tax-Free) AED 36,000 48,000 (In-hand) Equivalent to approximately INR 9.35 12.5 Lakhs per annum Annual Performance Based Incentive AED 9,000 12,000 (Up to 25% of Annual Salary Equivalent to approximately INR 2.35L~3.12 Lakhs per annum Benefits Free Employment Visa Free Transportation Medical Insurance Factory Accident Insurance 30 Days Paid Annual Leave One Free Return Air Ticket after 2 Years of Service Employment Terms Contract Duration: 2 Years (Renewable) Probation Period: 6 Months Weekly Off: Sunday UAE Public Holidays as per Company Policy Note: Accommodation, food, Emirates ID charges, and personal expenses will be borne by the employee. • Bachelor's degree in Business Administration, Commerce, Management, or any relevant field. • 25 years of experience in Administration, Executive Assistant, Personal Assistant, Travel Desk, or similar role. • Excellent English communication and email drafting skills. • Good knowledge of MS Office, Excel, Word, PowerPoint, Outlook, and Microsoft Teams. • Experience in flight ticket and hotel booking is preferred. • Strong organizational and coordination skills. • Ability to manage multiple tasks and work under pressure. • Professional appearance and good interpersonal skills. • High level of confidentiality and integrity. • UAE experience will be an advantage. • The ideal candidate should be smart, well-organized, proactive, responsive, and trustworthy, with the ability to independently manage day-to-day administrative requirements and provide effective support to senior management.