Admin cum Secretary and Receptionist

We are seeking a highly organized and proactive Admin cum Secretary and Receptionist to support daily operations in our real estate development company. The ideal candidate will handle a wide range of administrative and clerical tasks to ensure the smooth running of the office and support project teams across departments, including development, finance, marketing, and legal.

Key Responsibilities

Office Management:

• Maintain and organize office supplies inventory and manage procurement.
• Manage and maintain reception area, always ensuring a clean and organize space
• Oversee filing systems (physical and digital) for ease of access and compliance.
• Handle scheduling, calendar management, and meeting coordination.
• Manage CEO and Director daily, weekly schedule
• Coordinate with the company driver and other staff for outdoor urgent needs
• Maintain and organize office files. Records and documentation.
• Arrange and coordinate meetings including preparing minutes.
• Manage external contacts and maintaining regular communications
• Serves main point of contact for all incoming calls and redirect them accordingly
• Greet and welcome visitors and guest in a warm and professional manner
• Serve welcome drinks/coffees to guests
• Coordinate with other team members to ensure seamless communication and collaboration

Document Control & Correspondence:

• Prepare, review, and format correspondence, reports, and presentations.
• Develop and design high quality PowerPoint presentation for meetings and conferences.
• Manage incoming/outgoing communications (emails, letters, packages).

Project Support:

• Assist project teams with administrative tasks such as tracking approvals, documentation follow-up, and appointment setting.
• Coordinate with consultants, contractors, and clients as required.
• Support in updating project logs, contracts, and status reports.
• Assist in basic procurement coordination and vendor follow up.

Financial and HR Coordination:

• Support finance with basic invoice tracking, petty cash, and expense reports.
• Assist HR in onboarding new employees, record keeping, and attendance tracking.
• Support HR in visa processing, trade license renewals, insurance and PRO related documentation

Event & Travel Arrangements:

• Plan company events, meetings, or conferences.
• Handle travel bookings for staff and management.
• Coordinate and Manage guest list and awards lists for events etc.

Requirements:

• Proven experience as an administrative assistant, preferably in real estate or construction.
• Strong knowledge of MS Office (Word, Excel, Outlook, PowerPoint).
• Excellent organizational and multitasking skills.
• Professional communication skills – written and verbal.
• Familiarity with real estate documentation is a plus.
• Bachelor’s degree or diploma in Business Administration or related field preferred.

Preferred Qualities:

• Attention to detail and ability to handle confidential information.
• Proactive, self-motivated, and adaptable to fast-paced environments.
• Strong time management skills with the ability to prioritize tasks effectively.
• Pleasant personality and excellent interpersonal skills
• Highly motivated, dedicated, and hardworking
• Ability to manage administrative tasks and document control independently, with a creative and proactive approach
• Pay strong attention to detail and resolve the issues effectively.
• Strong time management skills with the ability to prioritize tasks effectively.
• Ability to work independently and as part of a team

Salary: AED 2,500 to AED 3,000 Based on experience

Visa: Spouse / Own Visa

*Must be available to join immediately or with a short notice period*

Job Type: Full-time

Pay: AED2,500.00 - AED3,000.00 per month

Language:

• English (Preferred)