UAE Advise

A well-known and well-reputed Company based in Dubai, United Arab Emirates is looking for an experienced, skilled, competent, mature, qualified, creative, and intelligent candidate with significant knowledge and relevant working experience for the position of “Officer Secretary”. The ideal candidate will be involved with preparing financial reports and statements, bank reconciliations, and cost estimation.

Key Responsibilities

• Provides professional ‘front-of-house response to all telephone and in-person inquiries from visitors
• Manages all correspondence including dealing with email and distributing incoming mail to the appropriate individuals ensures these have been followed-up
• Maintains bookings of all meeting rooms and ensures these remain tidy and presentable at all times
• Coordinates equipment requirements for meeting rooms as required/requested
• Maintains and updates the annual office building parking cards log
• Prepares couriers as and when required for all office staff and tracking the packages as necessary
• Coordinate business-related travel bookings for staff by liaising with the travel agent including flights, hotel, visas, and any other travel requirement if necessary
• Track and maintain a supply of all office stationery and pantry items and places orders with suppliers accordingly
• Provides support to the heads of Department as and when needed, Directors and other office bearers when required
• Is the point person for all office-related maintenance or facilities issues
• Provides assistance for board meetings/office events, ensuring catering/refreshments are available
• Proactively organize employee engagement activities and events, in conjunction with the EA/HR
• Manages contracts and price negotiations with office vendors, service providers and identifies opportunities to find financial efficiencies where possible
• Support HR department with new joiners – sending an introductory email to staff, booking hotel/flight if necessary, organizing their desk space, and coordinating with the photographer to get their staff picture taken
• Occasional support to HR to shortlist candidates for job openings
• Conduct regular storeroom checks and coordinate with various teams
• Ensure all office equipment such as chairs, TVs, pantry items are in working condition
• Organize annual PAT testing for all office equipment as part of HSE protocols
• Coordinate with IT and HR on keeping update log in for office main door access codes
• Ensures the office is clean, well-organized and provides a safe working environment
• Produce and edit documents using PowerPoint or word. Must have a keen eye for graphics and be able to confidently think for self when creating an attractive document
• Maintains petty cash for daily office requirements
• Take over certain responsibilities of office assistants when they are on leave

Skills, Knowledge, and Experience

• Fluent English language speaker – written and spoken. Native English speakers are preferred
• Minimum 3-5 years relevant office experience / general office administration
• Highly computer literate in all Microsoft Office applications (Word, PowerPoint, Outlook, Excel). Able to evaluate the IT needs of the office and communicate with Savills IT central team
• Strong communication and customer service skills
• A presentable and confident demeanor
• Experience in managing and maintaining database systems and record-keeping systems
• Experience with bid/proposal/presentation production and editing advantageous
• Preferably experience of managing external contracts/ liaising with suppliers
• Sound experience of organizing corporate events (e.g. sourcing and booking of venues)

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