Job Title: Administrator
Location: United Arab Emirates
Experience: 3-5 Years
Education: Bachelor's Degree
Employment type: Full Time
Reports to: Business Development Director
About Certis
Certis is a leading provider of safety and compliance solutions, simplifying the certification process for businesses and industries worldwide. We pride ourselves on fostering trusted relationships that prioritize efficiency, reliability, and long-term success. By delivering innovative safety management solutions, we empower our clients to operate with confidence while meeting global standards. . As Certis continues to scale, we are building a lean, highly responsive operations team to support our field engineers and executive leadership across multiple markets
Job Role
Certis is rapidly expanding across the GCC and Europe, and we are recruiting an Administrative Assistant who will be pivotal to the success of our business. This hands-on, on-site role supports the managing partners and the field engineering team, coordinating travel and site visits for safety inspections, maintaining the office/pantry/stationery, supporting commercial proposal preparation, and handling basic bookkeeping (A/R, A/P). The right candidate will enable smooth day-to-day operations, help our teams deliver reliably to customers, and contribute directly to Certis's ongoing growth.
Key Responsibilities
- Coordinate end-to-end travel, accommodation, and multi-stop itineraries for field engineers conducting safety inspections across the GCC and Europe.
- Provide day-to-day administrative support to the Managing Partners and Business Development Director, including calendar management, meeting coordination, preparation of briefing materials, minute-taking, and action tracking.
- Support commercial and operational activities by preparing, formatting, and assembling proposals, engagement letters, NDAs, and supporting documentation.
- Perform basic bookkeeping and finance administration, including invoice issuance, data entry, accounts receivable follow-up, accounts payable processing, and coordination with external accountants as required.
- Act as a central coordination point between clients, field engineers, and internal teams, ensuring inspection schedules, site visits, and deliverables are well planned and communicated.
- Maintain accurate and up-to-date records of clients, inspections, certifications, contracts, visas, and passports, ensuring renewals and compliance requirements never delay operations.
- Manage confidential documents with discretion, following internal document control and data protection procedures.
- Oversee office administration, including stationery, pantry supplies, and general office organization, ensuring a professional and efficient working environment.
- Monitor and continuously improve administrative processes to enhance operational efficiency and support CERTIS's growth.
- Provide ad-hoc administrative and operational support as required to enable smooth day-to-day business operations.
What You'll Bring
- A passion for delivering high-quality services.
- A proactive mindset with the ability to learn new skills
- Strong analytical and problem-solving skills, with attention to detail.
- Exceptional communication skills.
- A collaborative approach, working effectively with clients and internal teams to achieve shared goals.
Qualifications
- Education: Diploma or Bachelor's degree in Business Administration or a related field.
- Experience: 25 years administrative experience supporting executives and/or field/technical teams.
- Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with CRM systems is an advantage and cloud file sharing (OneDrive).
- Organizational Skills: Exceptional organizational and multitasking abilities.
- Communication: Strong verbal and written communication skills.
- Attention to Detail: High level of accuracy in managing records and documentation.
- - Eligible to work in the UAE;
- Customer Service: Professional and customer-focused approach..
Key Competencies:
- Proactive and self-motivated
- Customer service orientation.
- Team player with a positive attitude and the ability to work independently
- Time management and prioritization.
Arabic language skills are a plus.
Working conditions & notes
- Full-time, office role in Dubai. Typical business hours 6 days a week
- Benefits per UAE law; other company benefits to be confirmed.
- Please note: Certis does not provide reimbursements for personal/commute expenses.
Why Join Certis
Certis is an equal opportunity employer. We welcome applications from all qualified candidates.
At Certis, we value integrity, collaboration, passion, and creativity. You will have the opportunity to work in an environment that prioritizes human interaction and capabilities while building on your skills and expertise. Be a part of a forward-thinking team dedicated to simplifying compliance and reshaping the safety landscape.
