Posted: 03 Aug 2024

Location: Dubai

Job Description & Responsibilities:

1. Meeting and Appointment Coordination:

o Schedule and coordinate meetings and appointments for the maintenance team.

o Ensure timely reminders and follow-ups.

2. Supervisor Coordination:

o Facilitate communication between the maintenance team and supervisors.

o Provide updates on ongoing projects and tasks.

3. Communication Management:

o Answer and direct phone calls in a polite and friendly manner.

o Handle incoming and outgoing correspondence, including emails.

o Serve as a liaison between internal departments and external clients.

4. Correspondence Handling:

o Manage and prioritize incoming and outgoing mail and packages.

o Draft, proofread, and edit documents and communications.

5. Client Interaction:

o Act as a point of contact for internal and external clients.

o Address client inquiries and concerns promptly and professionally.

o Maintain a high level of customer service.

6. Record Maintenance:

o Maintain electronic and paper records, ensuring information is organized and easily accessible.

o Implement and manage filing systems for efficient record-keeping.

7. Data Management:

o Ensure data accuracy and integrity.

8. Policy and Procedure Updates:

o Update and maintain office policies and procedures.

o Ensure compliance with company standards and regulations.

o Communicate changes to relevant parties.

9. AMC Tracking:

o Update and create AMC (Annual Maintenance Contract) trackers.

o Monitor and track the status of AMC services.

o Ensure timely execution and completion of AMC tasks.

10. Service Tracking:

o Maintain detailed records of all service activities.

o Track service schedules and ensure adherence to timelines.

11. Invoice Cross-Referencing:

o Cross-reference invoices for suppliers and contractors.

o Resolve discrepancies in a timely manner.

12. File and Folder Organization:

o Organize and maintain files and folders, both electronic and paper-based.

13. Administrative Support:

o Provide general administrative support to the facility management team.

o Assist in the preparation of presentations, reports, and other documents.

o Manage office supplies and inventory.

Qualifications:

• Proficient in English; additional languages are an advantage.

• Strong organizational and multitasking skills.

• Excellent communication and interpersonal skills.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).


• Previous experience in an administrative or similar role is preferred.

• Female Wanted

To Apply:

Please submit your resume and any supporting documents to +971 56 354 4775 with the subject line "Administrative Executive Application - [Your Name]."

Phone No: 971 56 354 4775

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