Administrative Assistant

Job Description Administrative Assistant (Remote) **Position:** Administrative Assistant **Department:** Administration **Reporting To:** Managing Director / Office Manager **Location:** Dubai, UAE **Employment Type:** Remote Job Summary We are seeking a proactive, organized, and detail\-oriented Administrative Assistant to support the day\-to\-day operations of our office. The successful candidate will be responsible for administrative coordination, document management, communication, scheduling, and providing operational support to various departments to ensure efficient business operations. Key ResponsibilitiesOffice Administration * Manage daily administrative and office support activities. * Maintain organized filing systems for physical and electronic documents. * Prepare letters, reports, quotations, invoices, and other business correspondence. * Handle incoming and outgoing emails, courier services, and telephone calls. * Monitor office supplies and coordinate procurement when required. * Maintain office cleanliness and ensure smooth office operations. Executive Support * Manage calendars, appointments, and meeting schedules. * Prepare meeting agendas and record minutes of meetings. * Coordinate travel bookings, hotel reservations, and visa documentation when required. * Assist in preparing presentations, reports, and management documents. Documentation \& Compliance * Maintain company records, contracts, licenses, and official documentation. * Ensure proper filing and retrieval of documents. * Support renewal of trade licenses, permits, and government documentation. * Coordinate document submissions with government authorities and service providers. Accounts \& Finance Support * Assist in preparing invoices, purchase orders, and delivery documentation. * Coordinate with the Accounts Department regarding payments and customer collections. * Maintain expense records and petty cash documentation. * Assist with bank documentation and administrative requirements. Sales \& Customer Support * Coordinate with customers regarding quotations, deliveries, and documentation. * Maintain customer records and CRM databases. * Prepare sales reports and follow up on pending customer requirements. * Coordinate with suppliers regarding documentation and deliveries. Human Resources Support * Maintain employee records and attendance. * Coordinate onboarding documentation for new employees. * Assist in recruitment scheduling and interview coordination. * Support HR administration and employee documentation. General Responsibilities * Ensure confidentiality of company information. * Coordinate with external vendors and service providers. * Support management in special projects and business initiatives. * Perform any additional administrative duties assigned by management. Qualifications * Bachelor's Degree or Diploma in Business Administration, Commerce, Management, or a related field. * 2–5 years of experience in an administrative or office support role. * Experience in the UAE is preferred. * Experience in the HVAC, construction, trading, or engineering industry is an advantage. Required Skills * Excellent written and verbal communication skills. * Strong organizational and time\-management abilities. * High attention to detail and accuracy. * Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint). * Knowledge of ERP or accounting software is an advantage. * Ability to multitask and prioritize work effectively. * Professional attitude with excellent interpersonal skills. * Ability to work independently and as part of a team. Preferred Attributes * Positive attitude and willingness to learn. * Strong problem\-solving abilities. * Customer\-focused mindset. * Ability to work under pressure and meet deadlines. * High level of integrity, professionalism, and confidentiality. Key Performance Indicators (KPIs) * Timely completion of administrative tasks. * Accuracy of documentation and record management. * Response time to customer and internal requests. * Effective coordination of meetings and schedules. * Timely processing of company documentation. * Office efficiency and administrative compliance. * Quality and accuracy of reports and correspondence. Compensation \& Benefits * Competitive salary based on qualifications and experience. * UAE Employment Visa. * Medical Insurance. * Annual Leave as per UAE Labour Law. * Annual Air Ticket (as per company policy). * Performance\-based incentives and career development opportunities. About the Company HNG Air Conditioning Trading LLC is a leading HVAC solutions provider in the UAE, specializing in the distribution and supply of world\-class air conditioning systems and HVAC products for residential, commercial, and industrial projects. We are committed to delivering exceptional customer service, technical excellence, and innovative climate control solutions. Pay: AED1,500\.00 \- AED3,000\.00 per month Application Question(s): * Are you willing to Work Remotely Work Location: Remote