Executive Secretary
Nesterz Real Estate
Total years of experience :18 years, 2 Months
• In-charge of putting advertisement for vacant and required positions in the company.
• Coordinate in the recruitment process, from screening of resumes, qualification interview and exam, to scheduling final interview with Manager.
• Collection of documents required for visa purposes for successful candidates and maintains accurate and updated record of documents.
• Prepares offer letter to successful candidate and orient them of company procedures, rules and regulations.
• Organize and supervise all administrative responsibilities to facilitate the smooth running of the office
• Keeps an updated list of property availability on a daily basis which is sent to all Sales Agents and other Real Estate companies
• Maintains up to date CRM software for all the properties handled by the company, of which properties uploaded through this software are seen in Dubai’s property websites
• Handle all incoming and outgoing calls and correspondences
• Liaise with other Real Estate companies to meet Client’s requirements
• Compose Memorandum of Understanding for properties to be sold as per payment plan
• Manage the General Manager’s diary in making appointments, organization of complex travel & accommodation arrangements, itinerary & agenda of meeting.
• Assisting the day-to-day efficient operations of the admin office which includes administration and record keeping of company project files and archives and handling of internal and external correspondences
• Liaise with mall tenants and sub-contractors responsible for mall maintenance
• Gather information related to key issues by collaborating with various levels of management to deliver proper resolution
• Handles other administrative duties for the management team in terms of taking notes from internal meetings, scheduling team meetings, organizing internal and external meetings, raising purchase orders
• Assist HR/Payroll Manager in posting advertisement on print and online for vacant positions available, shortlist qualified applicants, schedule interview, organize orientation on company rules, contract and benefits for newly hired employees
• Handles all administrative responsibilities and duties
• Maintaining files project and property wise
• Documentation, coordination between consultants, contractors and sub-contractors
• Ensure proper filing, maintenance of records and proper documentation is done as per agreed standards
• Coordinating meetings and preparing relative documents and agenda
• Coordinates and follow up bookings for newspaper advertisement in view of upcoming fairs, exhibitions and job openings
• Calendar coordination - preparing tenancy contracts for renewal through Microsoft Access data base, tracking consultant and sub-contractor proposal dates
• Prepares monthly report for maintenance done in all properties
• Analyze department budget, expense and variance
• Maintain effective communication within the company thus, ensuring internal and external customer satisfaction
• Assists HR Department with collecting all necessary documents for newly hired employees for visa processing, prepare contracts for Embassy authentication and organize orientation on company rules, contract and benefits for newly hired employees.
• Assists Accounts Department in issuing receipt vouchers for cash received as payment for properties rented out and posting same.
• Maintain and follow-up various administration tasks and reports
• Maintain confidentiality and discretion
• Knowledge in Ejari Sytem (Dubai Government data base to register all tenancy contracts in Dubai, as per Law) and maintains up to date data
• Liaise with RERA (Real Estate Regulatory Authority - Dubai) and other Government agencies when required
• Making travel arrangements for Real Estate Manager’s business trips (Flight and Hotel Booking) as well as for other employees when going for annual leave.
• Process visa applications for Real Estate Manager and family members when necessary.
Dean's Lister from 2nd year - 4th year Internships in Bureau of Internal Revenue (BIR) - Cebu, South Branch