We are seeking a highly organized and detail-oriented Administrative Assistant to support the Building Management Section. The successful candidate will provide administrative and operational support to ensure the efficient management of building operations, maintenance activities, tenant services, documentation, and contractor coordination.
Key Responsibilities
Administrative Support
- Provide day-to-day administrative support to the Building Management team.
- Prepare correspondence, reports, meeting minutes, presentations, and official documents.
- Maintain accurate filing systems for contracts, maintenance records, permits, and service reports.
- Manage incoming calls, emails, and inquiries, ensuring timely responses.
- Schedule meetings, inspections, and appointments for the Building Management team.
Building Operations Coordination
- Coordinate preventive and corrective maintenance requests.
- Track work orders and follow up with maintenance teams and contractors.
- Maintain records of building inspections, equipment servicing, and maintenance schedules.
- Assist in monitoring service provider performance and contract compliance.
- Coordinate access permits and service requests for contractors and vendors.
Tenant & Customer Service Support
- Serve as the first point of contact for tenant and occupant inquiries.
- Handle complaints, maintenance requests, and service follow-ups.
- Maintain tenant databases and communication records.
- Assist in organizing tenant notices, circulars, and building announcements.
Documentation & Reporting
- Maintain building management databases and asset records.
- Prepare monthly operational and maintenance reports.
- Track budgets, invoices, purchase requests, and service agreements.
- Ensure proper documentation of health, safety, and compliance records.
- Support audits and inspections by maintaining accurate records.
Procurement & Vendor Coordination
- Assist with obtaining quotations and processing purchase requests.
- Coordinate with suppliers and service providers regarding deliveries and services.
- Monitor contract expiry dates and renewal schedules.
- Maintain vendor databases and documentation.
Qualifications
- Bachelor's Degree or Diploma in Business Administration, Facilities Management, Property Management, or a related field.
- Minimum 1–2 years of administrative experience, preferably in Real Estate, facilities management, property management, or building operations.
- Experience working in Dubai/UAE is preferred.
- Knowledge of building maintenance processes and contractor coordination is an advantage.
Skills & Competencies
- Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).
- Strong organizational and document management skills.
- Excellent communication and interpersonal abilities.
- Ability to manage multiple tasks and meet deadlines.
- Strong attention to detail and problem-solving skills.
- Experience with ERP, CAFM, or property management systems is an advantage.
- Professional, customer-focused, and capable of handling confidential information.
Preferred Requirements
- Knowledge of UAE building regulations and facilities management practices.
- Experience with contractor coordination and maintenance scheduling.
- Familiarity with invoice processing, budgeting support, and procurement procedures.
KPI / Performance Indicators
- Timely processing of maintenance requests.
- Accuracy of records and documentation.
- Response time to tenant inquiries.
- Contractor coordination efficiency.
- Compliance with reporting deadlines.
- Customer/tenant satisfaction levels.
Pay: AED2,500.00 - AED3,000.00 per month
Experience
- Real Estate: 1 year (Required)
Work Location: In person
