Office Executive Coordinator

Overview

Key Responsibilities

• Coordinate effectively with consultants, contractors, government authorities, and internal departments to ensure smooth workflow and timely execution of tasks.
• Assist executive management in daily administrative and operational activities.
• Prepare, draft, review, and manage professional letters, official correspondences, reports, and emails in both Arabic and English.
• Attend meetings with management, consultants, contractors, and authorities, while maintaining professional representation of the company.
• Prepare accurate and well-structured Minutes of Meetings (MOM) with strong attention to detail and timely distribution.
• Follow up on action items, pending approvals, submissions, permits, and coordination matters with all stakeholders.
• Maintain organized records of correspondence, project documents, meeting records, engineering drawings, and company files.
• Coordinate appointments, schedules, meetings, and executive calendars efficiently.
• Support management in handling confidential and sensitive information professionally.
• Ensure proper communication flow between departments and external parties.
• Monitor ongoing coordination tasks and ensure deadlines are achieved.
• Assist in preparing presentations, reports, company profiles, and executive documentation for meetings, authorities, and business presentations.
• Arrange and prepare professional presentations using all required computer applications and presentation tools with high-quality standards.
• Coordinate documentation and communication related to engineering drawings, technical submissions, consultant comments, and contractor correspondence.
• Review and organize engineering drawings and technical documents for tracking, filing, coordination, and communication purposes.
• Handle multiple priorities simultaneously while maintaining high accuracy and professionalism.
• Provide administrative and coordination support for development projects and company operations.
• Maintain strong attendance, punctuality, professionalism, and responsiveness in all company matters.
• Work effectively under pressure and within fast-paced project environments.

Qualifications

• Bachelor’s degree in Business Administration, Management, Engineering Administration, or related field is preferred.
• Excellent verbal and written communication skills in both Arabic and English.
• Strong organizational and multitasking abilities.
• Excellent interpersonal and coordination skills.
• High proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and presentation software.
• Strong ability to prepare professional letters, reports, presentations, and meeting documentation.
• High skill in arranging professional presentations, formatting reports, and preparing executive materials.
• Familiarity with engineering drawings, technical documentation, and construction-related correspondence.
• Ability to communicate effectively with consultants and contractors regarding technical documentation and project coordination matters.
• Ability to handle confidential information with professionalism and integrity.
• Strong problem-solving skills and ability to work independently
• Presentable personality with professional communication and meeting etiquette.
• Fast typing and note-taking skills are highly preferred

Requirements

• Experience: Minimum 5 years of experience in the real estate development field in Dubai.
• Previous experience working with consultants, contractors, and government authorities in the UAE is mandatory.
• Fluent in Arabic and English (reading, writing, and speaking) is a must.
• Strong experience in coordination, executive support, and administrative management.
• Ability to work under pressure and manage multiple tasks efficiently.
• Active, dynamic, punctual, and highly committed personality.

What We Offer