Administrative Assistant for Construction Division at a Leading Real Estate Developer in Bahrain

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As an Administrative Assistant in the Construction Division, you will play a key role in providing administrative support to various departments and senior staff, ensuring smooth operations and efficient management of schedules and documents. You will be an integral part of a dynamic team, working closely with the Managing Director and engineers while assisting with scheduling, meetings, record-keeping, and overall office management tasks. Your efforts will directly contribute to the seamless execution of the construction projects and the company’s day-to-day operations.

Responsibilities

As an Administrative Assistant, you will be responsible for a variety of tasks to support the Construction Division. Here are the main duties you will handle:

  1. Clerical and Administrative Support:
    • Provide day-to-day administrative and clerical support to various departments or individuals.
    • Maintain the Managing Director and Engineers’ agendas, assisting with appointments, board meetings, and any other scheduling needs.
    • Handle and prioritize all outgoing and incoming correspondence, including emails, letters, and packages.
    • Screen phone calls, take messages, and redirect calls to the appropriate team members as needed.
  2. Document and Record Management:
    • Organize and maintain electronic and paper records, ensuring that all documents are easily accessible.
    • Ensure the security of sensitive documents, handling them with care and confidentiality.
    • Prepare invoices, financial statements, and assist with bookkeeping tasks when needed.
  3. Quality Control and Compliance:
    • Assist in maintaining an effective construction quality control program, ensuring compliance with all construction regulations.
    • Prepare necessary documents for quality assessments and evaluate contractor drawings at various stages of construction.
    • Supervise and assist with contractor payment applications and recommend changes when required.
  4. Meeting Attendance and Minute-Taking:
    • Attend meetings, take detailed minutes, and circulate them to the team for review.
    • Organize and prepare for meetings, ensuring that all materials and information are ready.
  5. Prioritize Tasks and Manage Deadlines:
    • Prioritize tasks efficiently to meet deadlines and manage multiple requests simultaneously.
    • Research and solve problems independently to ensure that all operational needs are met.
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Qualifications

To succeed in this role, we are looking for candidates who meet the following qualifications:

  1. Experience:
    • 2-3 years of administrative experience, preferably in a Construction or Real Estate environment.
    • Freshers (new graduates) are also encouraged to apply, especially those with an interest in administrative roles within the construction sector.
  2. Skills:
    • Exceptional knowledge of office procedures and familiarity with accounting practices.
    • Proficiency in MS Office Suite, including Excel, Word, and PowerPoint. Knowledge of construction management software is a plus.
    • Strong communication skills, both verbal and written, with a professional manner when interacting with customers, staff, and stakeholders.
    • Ability to handle sensitive information with discretion and maintain confidentiality.
    • Customer service-oriented with the ability to maintain positive relationships with clients and team members.
  3. Personal Attributes:
    • Organized and able to manage time effectively in a fast-paced environment.
    • Strong ability to work independently while collaborating with the team.
    • Good problem-solving skills, with the ability to adapt to changing priorities and tasks.
    • Familiarity with phone and email etiquette and procedures.
    • Strong attention to detail, especially when maintaining construction documents and quality control reports.

Benefits

In this role, you will enjoy the following benefits:

  1. Competitive Salary:
    • We offer an attractive salary package based on your experience and qualifications. A competitive salary will be provided with room for growth as you develop your skills.
  2. Supportive Work Environment:
    • Be part of a leading Real Estate Developer and Property Management Company, working in a dynamic team that values collaboration and professional growth.
    • Ongoing support and training opportunities to help you improve your administrative skills and knowledge of the construction industry.
  3. Health and Safety:
    • We prioritize your well-being and provide a safe, secure work environment.
    • Adherence to health and safety practices in all aspects of the job, including working with documents and construction-related tasks.
  4. Career Development:
    • With continued success, there may be opportunities for career advancement within the company, including roles with more responsibility and higher positions within the administration or construction management teams.
  5. Work-Life Balance:
    • We promote a healthy work-life balance, offering reasonable working hours and occasional flexibility when needed.
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Applying Guide

To apply for the Administrative Assistant position, follow these simple steps:

  1. Prepare Your CV:
    • Update your resume/CV to highlight your administrative experience, particularly in the construction or real estate sectors. Make sure to mention any relevant skills, such as accounting or experience with MS Office Suite.
  2. Send Your Application:
    • Send your updated CV and a brief cover letter outlining your interest in the role to the following contact options:
  3. Application Follow-Up:
    • After submitting your application, please feel free to follow up by WhatsApp if you don’t receive a response within a week. This will help ensure your application is reviewed.
  4. Interview Process:
    • Candidates who are shortlisted will be invited for an interview to further discuss their qualifications, experience, and interest in the role.
  5. Start Date:
    • Successful applicants will be informed of the start date and the next steps, including an orientation and training process.

Frequently Asked Questions (FAQs)

1. What are the primary responsibilities of an Administrative Assistant in the construction division?

  • The main tasks include providing administrative support, managing schedules, preparing invoices, maintaining records, and assisting in quality control and compliance of construction projects.

2. Do I need experience in construction to apply?

  • While experience in construction administration is preferred, fresh graduates with administrative skills are also encouraged to apply.

3. What software should I be familiar with?

  • Proficiency in MS Office Suite (Word, Excel, PowerPoint) is essential. Familiarity with construction management software is a plus but not required.

4. How do I apply for this job?

  • You can send your CV and cover letter via email or WhatsApp to the contact information provided in the job posting.
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5. Will there be opportunities for career growth?

  • Yes, we offer opportunities for career advancement within the company, especially for those who excel in their roles and demonstrate leadership potential.

This is a great opportunity for an organized, motivated individual to join a leading company in the construction industry. Apply today and take the next step in your career!

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