• Organizing and maintaining all project related documents, including contracts, proposal, meeting minutes, and permits, ensuring all paperwork was up-to-date and compliant with regulations.
• Coordinating project schedules, meetings, and team appointments, effectively managing multiple priorities and deadlines. Ensuring that project files are properly achieved and accessible to the team.
• Preparing and updating project schedules, timelines, reports, and other related project documents.
• Served as the main point of contact for clients, handling inquiries, providing updates, and fostering positive relationships.
• Assisting in budget management and expense tracking, preparing invoices, LPOs, and contracts to keep projects on budget.
• Managing supplier and contractor communications, ensuring timely delivery of materials and adherence to project requirements.
• Handling authority submission to obtain necessary permits and approvals (DM, DCD, DDA, Trakhees, Nakheel, Concordia, DSO, DM & BM) for fit-out projects and ensured compliance with safety regulations.
• Providing administrative support to the project team, including drafting reports, handling correspondence, and maintaining project records and weekly progress.
• Managing client coordination by handling information requests, preparing work contracts (LOI), and following up on project progress.
• Supporting and coordinating with the Site Engineer/Supervisor, sub-contractor and workers regarding fit-out arrangements and requirements.
• Performed general office tasks, such as managing phone calls, emails, and travel arrangements.
• Organizing office supplies and ensuring stock levels are maintained.
• Managing office equipment (e.g., computers, printers, copiers) and coordinating repairs.
• Coordinating maintenance of office spaces and facilities.
• Managing calendars for executives or teams.
• Scheduling appointments, meetings, and events and sending out reminders and managing reschedules.
• Organizing, filing, and maintaining both physical and digital documents.
• Handling correspondence such as emails, phone calls, and letters, ensuring data is stored securely and complies with any necessary regulations.
• Acting as a liaison between teams, departments, and clients, ensuring clear communication throughout the organization.
• Preparing memos, reports, and official correspondence.
• Assisting managers and directors with administrative tasks, managing travel arrangements, accommodations, and itineraries.
• Managing invoices, budgets, payroll, and petty cash. Processing purchase orders and handling administrative aspects of finances.
• Assisting an accountant in the preparation of VAT (Value Added Tax) & Corporate Tax filing involves several key tasks to ensure that the VAT return is accurate, complete, and filed on time.
• Assisting with on boarding and HR paperwork for new employees. Helping with payroll preparation and benefits administration and managing employee attendance records.

Skills

• Adept at communicating all the messages to the desired personnel fluently.
• Good command of team collaboration and listening skills to maintain a friendly work atmosphere.
• Thorough knowledge of Office tools like MS Word, PowerPoint, Excel, and other relevant organizational software.
• Exhibiting commendable soft skills with an innate understanding of the realistic challenges in specific tasks.
• Certified or professional command of Microsoft products like Teams, Excel, Outlook, etc.
• Adept at managing several tasks in a prescribed timeframe using strategic methods and a well-defined timetable.