Administrative Assistant – Building Management Section

Overview

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 corr**ective 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)