Administrative Assistant
Al Futtaim Real Estate
Total years of experience :21 years, 4 Months
• Assisting the office staff by generating all sorts of office correspondence (Letters / Memos / Faxes)
• Preparing the attendance sheet of the Housekeeping staff on a monthly basis and dispatching the same to HR connect and maintaining the records.
• Assisting HR connect for the renewal of contract, work permit and residence visa of Housekeeping staff.
• Preparing No Objection Certificate Letter for the tenants / occupants.
• Assisting the Property Manager to prepare Lease Agreement (Tenancy Contract) for the tenants / occupants.
• Preparing and forwarding the summary of DEWA bills for the common areas of Al Futtaim Real Estate properties to Finance department on monthly basis and maintaining the records.
• Preparing the bank deposit slips / payment receipt for the rental cheques on a daily basis.
• Taking delivery and handling the storage of office supplies and consumables and monitor stock levels so as to advice on need to replenish supplies.
• In charge of Project Management system for the Lease inputs, Lease Termination and cheques Details of a particular property.
• Perform general clerical duties to include, but not limited to, filing, copying, faxing and mailing.
• Reports directly to the Project Director and Senior Project Manager.
• Coordinates and supervises smooth operation of all administrative relative works for the whole project.
• Analyses and resolves all documentation related issues for the project.
• Leads all the other administration staff in the project team.
• Establishes, implements and maintains the filling systems for the project in both electronic and hard copy format.
• Undertakes data controller duties to ensure the integrity of project related information at all times.
• Performs general project administrator duties including typing letters, contracts, minutes and memos, manages incoming & outgoing emails and arranges meetings and conferences.
• Other tasks as required and may be expected from time to time.
• Reported directly to the Project Director and Project Manager.
• Registered internal and external documents.
• Maintained and controlled document registers.
• Responsible in the distribution of drawings and submittals.
• Proficient in computers with self-correspondence skills.
• Responsible in faxing, photocopying, scanning, web browsing and email on daily basis
• Recorded manpower attendance.
• Maintained efficient filling of documents including confidential files/records.
• Reported directly to the General Manager.
• Provides full administrative support duties including correspondence, coordinating meetings, travel arrangements, diary management and internal communications.
• Provides administration support to all staff and day-today operations of the office across various activities including Office Management, Human Resources and Communications, Accounts and Financial Control and Marketing & Business Development.
• Responsible in handling incoming and outgoing calls.
• In charged of applying NOC’s required for the projects such as Water, Electricity, Drainage and Etisalat.
• Responsible in project submission to Dubai Municipality.
• Maintained effective filling system.
• Responsible for checking office supplies and stationeries and purchase orders.
• Produced on time automated architectural house through the use of Architrend a Japanese window based software with functions and patterns similar to Philippine AutoCAD.
• Encoded floor plan design to conform the standard specifications furnished by the company.
• Generated perspective and elevation so that the Clients can vary the complete presentation of the house.
• Conferred with supervisor, architects and engineers for the design requirements and material specifications which shall be encoded in the drawing.