Administrative Assistant

REF 1608936

27.08.2024 | Dubai | full time

Description: This is a full-time on-site role for an Administrative Assistant at Prowin Properties LLC in Dubai, United Arab Emirates. The Administrative Assistant will be responsible for providing administrative support, answering and directing phone calls, maintaining and organizing paperwork and electronic files, scheduling appointments, and assisting with other day-to-day office tasks as needed.

Job Description
- Drafts correspondence, formal letters, property sale - contracts, tenancy contracts, and issuance letters.
- Assisting and following up with employees for their Bank, Rera exam, medical, emirates ID appointments, and police clearance applications.
- Responsible for RERA Card application for agents, uploading required documents, and entering relevant details in Trakheesi system
- Coordinates with office maintenance repairs, filling up pantry, office, and stationery supplies.
- Interact with tenants, landlords, external suppliers and coordinate with property managers, ensuring that every property lives up to expectations.
- Maintain and organize real estate documents, contracts, leases, and agreements.
- Handles Agency registration with Developers and property management managers and ensures a track of agreement renewals.
- Any other related duties as assigned.

Requirements: Essential Functions and Responsibilities

-Schedules and organizes activities such as meetings, travel, conferences and department activities, prioritizing inquiries and requests, and handling conflicts as they arise, with minimal guidance, and making judgments and recommendations as necessary to ensure smooth day-to-day operations
-Manages electronic mail and keeps calendar updated to facilitate appointment and meeting schedules
-Responsible for the maintenance of the department budget to include coding invoices, preparing expense reports, investigating payment inquiries and budget variances
-Establishes, develops, maintains and updates filing system and a database of business contacts. Retrieves information from files when needed.
-Organizes, prioritizes and act as a gate keeper for large volumes of information and calls.
-Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
-Answers phones for supervisor and department. Takes messages or fields/answers all routine and non-routine questions. Works with Regional team to coordinate information for VPO.

Provisions: Salary: to be discussed; Employment visa provided; Accommodation