Aviation Office Administrator

• Aviation Office Administrator
• Company Industry
• Flight Support | Aviation Consultancy | Ground Support Equipment — GSE
• Location
• Sharjah Airport International Free Zone — SAIF Zone, Sharjah, UAE
• Employment Type
• Full-time
• Availability
• Candidate must be ready to relocate to Sharjah, UAE and available to join within a short notice period.
• Job Summary

We are a UAE-based aviation company operating in flight support services, aviation consultancy, and Ground Support Equipment — GSE. We are looking for a professional and experienced Aviation Office Administrator to support daily office administration, client and supplier coordination, procurement follow-up, payment tracking, logistics coordination, and management reporting.

The ideal candidate must have previous experience in the aviation industry, strong communication skills, and the ability to work professionally with clients, suppliers, service providers, and internal teams.

The candidate must be fluent in French, English, and Arabic.

This role is focused on aviation administration and business coordination. It is not a flight dispatch, flight operations control, aircraft maintenance, or technical engineering role.

• Key Responsibilities
• 1. Office Administration
• Manage daily office administration and follow-up tasks.
• Prepare professional emails, letters, reports, quotations, memos, and official correspondence.
• Maintain proper filing of company documents, contracts, invoices, quotations, supplier records, client files, and reports.
• Schedule meetings, coordinate appointments, and prepare meeting notes when required.
• Support management with administrative tasks, documentation, and daily follow-up.
• Maintain confidentiality of company, client, and supplier information.
• 2. Client, Supplier & Stakeholder Coordination
• * Communicate professionally with clients, suppliers, aviation service providers, and stakeholders.
• * Follow up client requests related to flight support, aviation consultancy, logistics, and GSE services.
• * Coordinate with suppliers regarding quotations, invoices, delivery status, service requests, and pending matters.
• * Maintain updated contact lists for clients, suppliers, handlers, aviation agents, GSE suppliers, and service providers.
• * Report delays, missing documents, supplier issues, or urgent matters to management.
• 3. Procurement & Payment Follow-up
• * Receive and follow up procurement requests from management, internal teams, or company branches.
• * Verify item descriptions, quantities, urgency, delivery location, and required delivery dates.
• * Request quotations from suppliers and prepare comparison summaries for management review.
• * Follow up purchase approvals, purchase orders, invoices, receipts, and deliveries.
• * Coordinate with finance/accounts regarding supplier payments and pending invoices.
• * Track payment status and update management regularly.
• * Maintain clear records of procurement requests, approvals, invoices, receipts, and payments.
• 4. Logistics & GSE Support Coordination
• * Support logistics arrangements for documents, spare parts, equipment, office supplies, shipments, transport, and accommodation when required.
• * Follow up with transport companies, clearing agents, courier companies, and service providers.
• * Support coordination related to GSE movement, delivery, supplier documentation, and equipment records.
• * Ensure administrative and logistics tasks are completed on time.
• 5. Daily Reporting
• * Prepare daily reports for management.
• * Summarize completed tasks, pending issues, client follow-ups, supplier follow-ups, procurement status, payment status, and urgent matters.
• * Maintain accurate records of important communications and follow-up actions.
• Required Qualifications
• * Bachelor’s degree or diploma in Aviation Management, Aviation Administration, Business Administration, Logistics, Supply Chain Management, Management, or a related field.
• * Minimum 3 years of relevant experience.

* Previous experience in flight support, aviation services, aviation consultancy, airport services, ground handling, GSE, aviation logistics, or airline/aviation office administration is highly preferred.

• Required Languages
• * French: fluent — mandatory
• * English: fluent — mandatory
• * Arabic: fluent — mandatory
• The candidate must have strong written and verbal communication skills in all three languages.
• Required Skills
• * Excellent communication and interpersonal skills.
• * Strong teamwork skills.
• * Strong organization, coordination, and follow-up ability.
• * Professional writing skills in French, English, and Arabic.
• * Good knowledge of Microsoft Office: Word, Excel, Outlook, and email communication.
• * Ability to manage multiple tasks and priorities.
• * Attention to detail and accuracy in documents and reports.
• * Professional attitude when dealing with clients, suppliers, and management.
• * Ability to work under pressure in a multicultural aviation environment.