Secretary cum document controller

Job Description

Company Description

Known for its dependable and efficient approach, 800CarGuru is dedicated to providing quality automotive services tailored to customers needs. The company focuses on innovation and customer satisfaction, ensuring superior experiences for clients across the region.

Role Description

The role also requires effective communication with internal teams and external stakeholders to ensure smooth coordination and document flow.

Key Responsibilities:

• Provide full secretarial and administrative support to the CEO on a day-to-day basis
• Manage the CEO's calendar, meetings, appointments, reminders, and travel coordination
• Prepare, format, organize, and maintain business documents, reports, presentations, letters, and correspondence
• Handle incoming and outgoing emails, calls, and official communication in a professional manner
• Maintain proper filing, tracking, and document control systems for contracts, agreements, invoices, approvals, licenses, and other business-critical records
• Ensure all company documents are updated, accurately stored, and easily retrievable when required
• Coordinate with internal departments for collection, review, submission, and follow-up of important documents
• Support management with meeting minutes, action trackers, and follow-up on pending tasks
• Assist in drafting official letters, internal memos, reports, and external communication
• Maintain confidentiality of sensitive business and executive information at all times
• Track deadlines related to renewals, submissions, approvals, and other operational or statutory documents
• Support general office coordination and help bring structure and discipline to administrative processes

Requirements:

• Proven experience of 2 years as a Secretary, Executive Assistant, Administrator, Document Controller
• Strong command of English, both written and spoken. Arabis and Hindi could be an additional advantage.
• Excellent organizational skills with high attention to detail
• Strong proficiency in Microsoft Office, especially Word, Excel, Outlook, and PowerPoint
• Ability to manage multiple priorities, follow through independently, and work under pressure
• Professional communication skills and a polished, presentable approach
• Strong documentation, filing, and record-management capability
• Ability to maintain confidentiality, maturity, and discretion in dealing with senior management matters
• Prior experience in the automotive, service, operations, or fast-paced SME environment will be an advantage giving you priority but not mandatory
• UAE experience will be preferred

• Bachelor's degree in Administration, Management, or a related field is desirable
• Ability to work efficiently in a fast-paced, on-site environment

• Proactive and solution-oriented
• Sharp in coordination and follow-up
• Comfortable working directly with leadership
• Able to bring order, structure, and control to documentation and admin processes
• Reliable, disciplined, and responsive