DUBAI JOBS

KNOWLEDGE IN REAL ESTATE PROPERTY MANAGEMENT & VALUATION IS A MUST

Industry: Real Estate
Location: Sharjah
Salary: AED 4,000 per month

Job Title: Philippines Office Secretary/Admin

Training Period: 2 weeks with a total training allowance of AED 200
Days Off: Saturday & Sunday
Other Benefits: To be discussed during the interview

Job Description:We are a dynamic real estate company looking for a Female Secretary who can handle a wide range of administrative and operational tasks. The ideal candidate is proactive, organized, and eager to grow within the real estate field. This is a full-time, all-around support role that contributes to smooth day-to-day operations.

Key Responsibilities:

1. Executive & Personal Assistance

• · Manage the daily schedule, meetings, travel bookings, and business appointments of the CEO.
• · Handle confidential emails, calls, and correspondence on behalf of the CEO, ensuring appropriate responses and follow-ups.
• · Oversee all personal affairs of the Owner, including family visa renewals, passports, health, property-related matters, personal banking and car insurances, and travel arrangements.
• · Coordinate timely renewal of the Owner’s professional accreditations such as RERA, DARI, MOJ, and RICS.
• · Coordinate with government departments and service providers for document processing related to visas, licenses, vehicles, and tenancy contracts.
• · Keep organized records of all personal and official documents for easy access and compliance.
• · Support the CEO with personal tasks, schedule management, and handling confidential information.

2. Valuation & Client Coordination

• Draft and submit valuation proposals to clients, managing follow-ups for approvals and engaging in negotiations when necessary.
• Prepare valuation/appraisal reports in coordination with the technical team and ensure proper document flow for inspections and submissions.
• Serve as liaison between clients, auditors, and the valuation team to gather information and address valuation queries.
• Maintain a centralized, well-organized filing system with reference codes for easy access to valuation documents.
• Negotiate timelines and clarify valuation report details with clients and auditors as required.
• Liaise with banks, developers, real estate firms, and other stakeholders to submit and update company empanelment documents.
• Coordinate the process of becoming listed or approved by key organizations to expand the company's client base.

3. Office & Administration Management

• Act as the central point of contact for all administrative, HR, accounts, procurement, and facility-related matters.
• Supervise front desk operations, answer inquiries, transfer calls, and handle client walk-ins professionally.
• Monitor office maintenance, cleaning, and security operations; coordinate with vendors for contracts and services.
• Maintain office supply inventory and place timely orders with suppliers.

4. HR & Recruitment Support

• Post job openings, review resumes, schedule interviews, and prepare offer letters or contracts.
• Help onboard new staff by collecting documents and assisting with orientation.
• Prepare and track employee leave forms (sick, annual, emergency) and maintain HR records.
• Coordinate with HR for visa processing, renewals, Emirates IDs, and insurance.
• Keep employee files updated with contracts, IDs, and other documents.
• Assist with HR letters such as NOCs, salary certificates, and termination notices.
• Help organize staff meetings, trainings, and team events.
• Track probation periods, contract renewals, and performance review dates.

5. Accounting & Financial Support

• Prepare and issue tax invoices, payment receipts, handles petty cash and logs.
• Assist with VAT reporting, audit preparations, and document submissions.
• Follow up on accounts receivable, bounced cheques, and overdue collections from clients and tenants.
• Record transactions using accounting platforms such as Zoho Books

6. Tenant & Property Management

• Manage the Owner’s property portfolio, including lease renewals with tenants.
• Handle tenant communications regarding payments, renewals, complaints, and cheque processing.
• Monitor and schedule post-dated cheque deposits, ensuring timely banking.
• Keep organized records of lease agreements, payment schedules, and tenant information.
• Assist with legal matters, including sending notices for overdue payments and lease violations.
• Support legal cases by preparing required documents and paperwork.
• Ensure property-related documents are filed and updated regularly.
• Coordinate property inspections, maintenance, and repairs.
• Track property taxes, utilities, and other financial obligations.

7. Government & Legal Compliance

• Ensure timely renewal of company trade licenses, vehicle registrations, tenancy contracts, and insurance policies.
• Liaise with government authorities (DED, RTA, Dubai Municipality, GDRFA, MOHRE) for both company and personal matters.
• Submit required documents and track deadlines to ensure compliance and avoid penalties.
• Assist in renewing professional licenses and permits for staff, such as RERA, MOJ, and other regulatory bodies.
• Coordinate with service providers to ensure smooth processing of government transactions.
• Maintain records of all renewals, licenses, and permits for easy reference and tracking.
• Provide updates to the management team on renewal status and deadlines.
• Assist with any government inspections or audits related to company operations.
• Manage and process payments for violations, such as car fines, parking tickets, or other penalties.- send cv at sarah@alaqqadgroup.com

Job Types: Full-time, Permanent

Pay: AED3,000.00 - AED4,000.00 per month