Administrative Assistant

Bring your energy to Aggreko as Administrative Assistant based inDubai

You will support the smooth deployment of manpower and day-to-day administration, working closely with the Project Coordinators, Service Team Leads, external contractors and company staff.

What you’ll do as Administrative Assistant :

• Provide comprehensive administrative and logistical coordination for Aggreko projects and events across the Middle East region.
• Prepare and coordinate comprehensive travel arrangements for internal employees and contractors, including flights, accommodation, visa applications, and transportation.
• Serve as a primary point of contact for subcontractors, coordinating their availability and extending project engagement offers upon instruction of the Planning Manager.
• Raise requisitions for project materials, services, and equipment in Aggreko's procurement system, adhering to Aggreko compliance regulations.
• Manage Purchase Orders (POs) accurately and promptly based on Goods Receipt Notes (GRNs) to reflect actual deliveries and services.
• Maintain frequent and efficient communication with internal stakeholders (e.g., Operations, Procurement, HR, finance) and external stakeholders (e.g., contractors, suppliers, clients) regarding project status, logistics, and requirements.
• Schedule and coordinate meetings, prepare agendas and distribute meeting minutes, tracking action items.
• Register subcontractors accurately in the company’s respective platform, ensuring all necessary details and compliance requirements are met.
• Track employees and external contractors’ documentation, certification and compliance requirements
• Organise and update project-specific documentation and databases (e.g. expense reports, visa trackers, manpower allocation etc.), ensuring the validity of critical documentation and accessibility of all data.
• Preparation of accreditation and site access requirements
• Provide comprehensive administrative and logistical support to the Project Coordinator and Project Managers for various project-related requirements and ad-hoc tasks as needed.

Here’s what you’ll get:

• Minimum of 3 years’ experience in administration.
• Proven experience in project administration or highly organized administrative role, ideally within a large corporate or industrial environment.
• Demonstrated proficiency in managing travel logistics, procurement processes, and database maintenance.
• Excellent communication skills, both written and verbal, with a proven ability to interact effectively with internal and external stakeholders.
• Strong organizational and time management skills with the ability to prioritize tasks effectively.
• Quality oriented with attention to details and capable of working to deadlines.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Flexibility and adaptability to navigate last-minute changes and ability to resolve challenges in real-time.
• Proactive and resourceful attitude, pre-emptively identifying and mitigating challenges before they escalate.
• Ability to work independently and as part of a team in a fast-paced environment.

Our people are can-do, positive, resilient and persistent. If that feels like you, apply now and build your career with the people bringing energy to the world.

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Submit your resume and academic record today!

Equal employment opportunity

We welcome people from different backgrounds and cultures, and respect people’s unique skills, attitudes and experiences. We encourage everyone to be themselves at work because we know that’s how we do our best, for each other, for our customers, for the communities where we work, and for our careers.

We are an equal opportunity employer. If you apply for a role at Aggreko, we will consider your application based on your qualifications and experience, and not on your race, colour, ethnicity, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.