Office Administrator - Dubai, United Arab Emirates - R R CAPITAL CONSTRUCTION

Description

• Close liaising and working relationship with the on-site team.
• Ensuring water hygiene is managed effectively by the nominated subcontractors.
• Supporting the company by coordinating and assisting with condition surveys, reviews of amended drawings and O&M manuals, budget development, and assisting with the development of an asset register.
• Managing operation of a CAFM system that incorporates an offsite help desk.
• Undertaking administrative tasks including document control and process control in support of the FM team.
• Preparing progress reports as required by the clients in accordance with the company procedures.
• Handling delivery of toolbox talks to the MEP team to ensure the safe delivery of operational activities.
• Liaising with the FM and construction team in managing the risk register items.
• Handling correspondence of a confidential nature and ensuring that confidentiality is maintained at all times.
• Maintaining all records for incoming and outgoing mails and packages Obtaining quotations for cost comparison and liaising with vendors for timely procurement of office supplies Perform duties, such as taking care of plants or straightening magazines to maintain lobby or reception area.
• Process and prepare memos, correspondence, NOC, DM Permit, or other documents. and logistics planning for office events Handling new hire visa submissions and renewal of visas for existing employees on the government portal.
• Coordinating with the Maintenance Supervisor on duty to make sure that all site protocols are followed Maintaining attendance records and sending Late to Office notifications to the employees.
• Oversees and administers the daytoday activities of the office; develops policies, procedures, and systems that ensure productive and efficient office operation.
• Serves as the primary point of administrative contact and liaison with other offices, individuals, and institutions on operational matters concerning the Office.
• Organizes and facilitates meetings, conferences, and other special events; coordinates and attends management as well as departmental meetings, and participates in discussions, as appropriate.
• Maintaining calendars and travel arrangements, screening, analysing, and responding to incoming correspondence, handling daytoday problems and situations, and provision of secretarial support to the Directors / Chairman.
• Provides assistance in the understanding and interpretation of company policies and procedures, as appropriate, and ensures that office operations comply with policy provisions and standards.
• Performs miscellaneous jobrelated duties as assigned.

• Bachelor's degree or a related field.
• Knowledge of MS Office and AutoCAD 3D would be preferred.
• Strong administrative and operational skills, with excellent computer/IT skills
• Minimum of 5 years of work experience in facility management and fitout projects.
• Strong background in facilities management and a passion for ensuring a safe and efficient work environment.
• Excellent communication, as well as the ability to work well under pressure and meet tight deadlines.
• Strong knowledge of preparing the NOC, Permit, Approval request, and other document preparation for authorities' approval such as DM, DEWA, DMCC, Freezone, MBRH, KBZ Housing, etc.
• Excellent communication and interpersonal skills to effectively collaborate with stakeholders.
• Strong project management skills to oversee and coordinate finishing and document process activities.
• Attention to detail and ability to ensure compliance with specifications and requirements.

• Dubai: Reliably commute or planning to relocate before starting work (required)