Office Manager

Job Role

The Office Manager will be responsible for overseeing and managing the daily administrative operations of the office within a real estate and construction company in the UAE. The role requires strong organizational skills, the ability to multitask, and a deep understanding of the industry-specific needs related to real estate and construction projects. The ideal candidate will ensure the smooth running of the office, facilitate efficient communication, and support the operational needs of the team.

Key Responsibilities:

· Office Administration: Oversee and manage day-to-day office operations, ensuring efficiency in administrative processes and tasks. Coordinate office supplies, maintain office equipment, and ensure a clean, safe, and well-organized working environment.

· Document & Records Management: Maintain an organized filing system for contracts, project documentation, invoices, permits, and correspondence. Ensure that all documents are accessible, secure, and up-to-date.

· Communication & Coordination: Act as the point of contact for all internal and external communications. Coordinate meetings, conferences, and events for senior management and project teams. Facilitate communication between departments, contractors, clients, and vendors.

· Support to Senior Management: Provide administrative support to senior managers and executives, including scheduling appointments, managing calendars, and handling correspondence. Assist with preparing reports, presentations, and proposals as needed.

· Project Support: Assist with the coordination of various real estate and construction projects by tracking project milestones, maintaining project documentation, and supporting the preparation of project schedules and budgets.

· Human Resources Support: Support HR functions by helping with onboarding new employees, managing timekeeping systems, and assisting with employee records and benefits administration. Ensure smooth coordination between HR and operations teams.

· Finance and Billing: Support the finance department by assisting with invoicing, expense tracking, procurement, and managing petty cash. Ensure that all financial transactions are documented accurately and submitted for approval in a timely manner.

· Health & Safety Compliance: Ensure that the office complies with health and safety regulations and that employees are aware of safety protocols. Support the preparation and maintenance of safety documentation as required by local authorities.

· Vendor & Contractor Liaison: Manage relationships with office vendors, suppliers, and service providers (e.g., catering, cleaning, maintenance), ensuring timely and efficient services and deliveries. Assist with procurement and contract management.

· Client Relations: Foster positive relationships with clients and stakeholders, ensuring a high level of professionalism in all interactions. Assist with client onboarding, scheduling meetings, and managing client expectations.

Qualifications:

Education: A bachelor’s degree in Business Administration, Management, or a related field. Certifications in office management, project management, or real estate are a plus.

Experience:

• Minimum of 10 years of experience in office management or administrative roles within the real estate or construction industry in the UAE.
• Strong understanding of the real estate and construction industry, including project timelines, contracts, procurement, and construction documentation.

Technical Skills:

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software (e.g., SAP, Oracle, or other project management tools).
• Familiarity with construction and real estate industry-specific software is an advantage.

Organizational Skills: Ability to prioritize tasks, manage multiple responsibilities, and work effectively under pressure in a fast-paced environment.

Job Type: Full-time

Experience:

• Office Manager: 10 years (Required)
• Real Estate Development: 5 years (Required)
• Construction: 5 years (Required)