At Terracotta Driving Business Growth in Recruitment, Outsourcing & Corporate Services..
We are a leading outsourcing company in the UAE, delivering recruitment, manpower, visa outsourcing, EOR/PEO, business setup, PRO services, and corporate solutions across the region.
At Terracotta, your voice counts, your ideas matter, and your success is celebrated.
We are seeking a highly organized and versatile Administrative Officer cum Document Controller to join a prominent investment division based in Abu Dhabi. This dual-function role is critical to our operational success, providing 360-degree support to the CEO while managing the lifecycle of technical and corporate documentation.
The ideal candidate acts as the operational backbone of our 7-member office, blending executive secretarial prowess with a structured approach to HR administration and systematic document management.
Key Responsibilities
1. Executive Support & Office Coordination
- Calendar & Logistics: Proactively manage the CEO's calendar, scheduling high-level meetings, preparing agendas, and recording precise meeting minutes.
- Correspondence: Draft, review, and format professional business correspondence, complex reports, and stakeholder presentations.
- Travel Management: Coordinate seamless international travel arrangements, including visas, itineraries, and expense reconciliations in line with company policy.
- Office Operations: Serve as the primary point of contact for office supplies, facility maintenance, and internal team coordination to ensure a smooth daily workflow.
2. HR Administration
- Employee Lifecycle: Execute HR administrative tasks, including maintaining employee files, tracking leave, and assisting with onboarding/offboarding processes.
- Liaison: Act as the bridge between the Abu Dhabi office and the Group HR Manager, ensuring all HR matters are escalated and resolved correctly.
- Compliance: Handle sensitive and confidential HR information with the utmost discretion and professionalism.
- Paperwork: Manage all physical and digital HR-related documentation, ensuring it is audit-ready and compliant with UAE regulations.
3. Document Control & Archiving
- System Management: Set up and maintain robust Document Control Systems (EDMS, ERP, SharePoint) to ensure data integrity.
- Lifecycle Control: Manage the classification, numbering, version control, and distribution of all project and corporate documents.
- Tracking: Maintain meticulous logs of incoming/outgoing transmittals, drawings, submittals, and reports.
- Quality Assurance: Validate document formats and ensure compliance with both internal standards and client requirements.
- Knowledge Management: Ensure a full history of project data is safely archived, easily retrievable, and shared securely with the team.
Qualifications & Experience
- Education: Bachelor's degree or Diploma in Business Administration, Information Systems, or a related field.
- Experience: A minimum of 510+ years of combined experience in Executive Secretarial and Document Control roles within the UAE.
- Industry Background: Previous experience within an Investment, Resources, or Engineering firm is highly advantageous.
- Technical Skills: * Expert proficiency in Microsoft Office Suite (Advanced Excel & PowerPoint).
- Hands-on experience with ERPs and SharePoint.
- Familiarity with ISO standards and technical project documentation procedures.
- Languages: Exceptional command of English (written and verbal) is mandatory. Arabic proficiency is considered a significant advantage.
Core Competencies
- The Hybrid Mindset: Ability to pivot between administrative tasks, HR queries, and technical document control seamlessly.
- Organizational Mastery: Exceptional time management skills with the ability to meet strict deadlines in a lean team environment.
- Communication: A polished communicator capable of interacting with senior executives and external stakeholders.
- Integrity: Absolute commitment to confidentiality and data security.
