Office/Admin Assistant

About the Company

SYSTRA is a global engineering and consulting group focused on public transport and sustainable mobility. The organisation employs more than 10,300 people and works to create safe, sustainable transport solutions that improve access to jobs, education, and leisure. For 65 years, it has partnered with cities and regions to design, upgrade, and modernise transport and infrastructure systems across the full project lifecycle, from early design through testing, deployment, and maintenance. Operating in over 80 countries and generating 74% of its revenue internationally, SYSTRA also supports clients in digital, ecological, and energy transitions.

Role Overview

In this position, you will help keep the front office running smoothly while delivering dependable administrative support across the organisation. The role is centered on communication, coordination, and day-to-day office efficiency.

Key Responsibilities

• Act as the initial contact for visitors, clients, and vendors, offering a courteous and professional reception.
• Manage the front desk by answering calls, routing them appropriately, recording messages, and responding to inquiries promptly.
• Handle employee requests and share the appropriate information or support.
• Organise calendars, meetings, and appointments as required.
• Support departments and managers with administrative tasks such as data entry, filing, and document preparation.
• Liaise with suppliers and service providers for office materials, upkeep, and related services.
• Prepare purchase requests, track quotations, and follow up on order processing.
• Assist with invoice monitoring and coordinate with finance on payment and supporting documents.
• Keep office operations running efficiently by tracking supplies, equipment, and general housekeeping needs.
• Oversee the use, condition, and allocation of company vehicles while maintaining proper records.
• Track vehicle movements, maintain trip logs, coordinate with drivers, and monitor fleet usage.
• Arrange routine servicing and repairs, and maintain inspection records in coordination with vendors or garages to ensure safety and reliability.
• Work with building management on maintenance matters, renewals, support issues, and employee complaints.
• Ensure the office remains clean and well-organised, including workstations, pantry, and shared spaces, by coordinating daily housekeeping support.
• Carry out regular checks on offices and work areas to confirm maintenance standards, safety compliance, and availability of supplies, and escalate issues for resolution.
• Receive and dispatch incoming and outgoing mail, parcels, and deliveries.

Requirements

• A bachelor’s degree in business administration or an equivalent qualification is required.
• 3 to 5 years of relevant experience in a similar position, preferably within a corporate setting.
• Strong working knowledge of Microsoft Office tools.
• Clear communication and strong interpersonal abilities.
• Well-developed organisational skills with accuracy, careful attention to detail, and thorough execution.
• Ability to handle confidential information and judge sensitive matters appropriately.
• Comfort working in a fast-moving environment and adapting to shifting priorities.

Additional Information

SYSTRA is an equal opportunity employer. The opportunity is open to all applicants.

This is a full-time on-site role based in Dubai, United Arab Emirates.

Profile

The ideal candidate is dependable, organised, and capable of balancing front-desk interaction with administrative coordination, office upkeep, and vehicle/facility support responsibilities.