Confidential
Job Description
01. Meeting and Appointment Coordination
Schedule and coordinate meetings and appointments for the maintenance team.
Ensure timely reminders and follow-ups.
02. Supervisor Coordination
Facilitate communication between the maintenance team and supervisors.
Provide updates on ongoing projects and tasks.
03. Communication Management
Answer and direct phone calls in a polite and friendly manner.
Handle incoming and outgoing correspondence, including emails.
Serve as a liaison between internal departments and external clients.
04. Correspondence Handling
Manage and prioritize incoming and outgoing mail and packages.
Draft, proofread, and edit documents and communications.
05. Client Interaction
Act as a point of contact for internal and external clients.
Address client inquiries and concerns promptly and professionally.
Maintain a high level of customer service.
06. Record Maintenance
Maintain electronic and paper records, ensuring information is organized and easily accessible.
Implement and manage filing systems for efficient record-keeping.
07. Data Management
Ensure data accuracy and integrity.
08. Policy and Procedure Updates
Update and maintain office policies and procedures.
Ensure compliance with company standards and regulations.
Communicate changes to relevant parties.
09. AMC Tracking
Update and create AMC (Annual Maintenance Contract) trackers.
Monitor and track the status of AMC services.
Ensure timely execution and completion of AMC tasks.
10. Service Tracking
Maintain detailed records of all service activities.
Track service schedules and ensure adherence to timelines.
11. Invoice Cross-Referencing
Cross-reference invoices for suppliers and contractors.
Resolve discrepancies in a timely manner.
12. File and Folder Organization
Organize and maintain files and folders, both electronic and paper-based.
13. Administrative Support
Provide general administrative support to the facility management team.
Assist in the preparation of presentations, reports, and other documents.
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.
How To Apply
Please submit your resume and any supporting documents to +971 56 354 4775 with the subject