Savills is presently looking for experienced and skilled candidate for the job role of a Office Secretary in Dubai. The selected candidate will be responsible for the smooth running of the office premises and carrying out of the administrative functions of the company. This is a wide-ranging and responsible role requiring strong administrative, IT, organisational and communication skills and a ‘can-do’ attitude.

Responsibilities of Office Secretary

• Provides professional ‘front-of-house’ response to all telephone and in-person enquiries 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 log by coordinating with Arenco Tower management and employees, ensuring all parking requirements are met. Also ensuring visitors receive guest parking access.
• 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 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.
• Keeps a record of employee birthdays/farewells/birth of new-borns and other major life events and assists HR/line managers with special orders.
• Provides assistance for board meetings/office events, ensuring catering/refreshments are available.
• Proactively organise employee engagement activities and events, in conjunction with the EA/HR.

What You Will Do More

• 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 introductory email to staff, booking hotel/flight if necessary, organising their desk space and coordinating with the photographer to get their staff picture taken.
• Conduct regular storeroom checks and coordinate with various teams to discard/shred old documents and ensure rooms are kept organised and neat.
• Ensure all office equipment such as chairs, TVs, pantry items are in working condition and arrange for repairs when needed or place order for new equipment.
• Coordinate with IT and HR on keeping up to date log in for office main door access codes.
• Ensures the office is clean, well-organised and provides a safe working environment for employees and clients/visitors. Ensure fulfilment of health and safety legislation and appropriate signage.
• Produce and edit documents using Power Point or word. Must have keen eye for graphics and be able to confidently think for self when creating an attractive document.
• Maintains petty cash for daily office requirements in accordance with Finance department and pays suppliers accordingly.
• Provide training to other admins who will cover the reception desk if and when on annual leave/sick leave etc.
• Take over certain responsibilities of office assistant when they are on leave.
• Assist with ad-hoc projects and tasks, as and when required, for the residential agency division.

Job Requirements For Office Secretary

Eligibility requirements for the role of Office Secretary are as under:

• High school diploma.
• Minimum 3 years’ relevant office experience / general office administration.
• Experience of 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 organising corporate events (e.g. sourcing and booking of venues).

Skills & Knowledge Desired

• Fluent English language speaker – written and spoken. Native English speakers are preferr.
• Highly computer literate in all Microsoft office application (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.
• Presentable and confident demeanour.

Compliance Manager Savills UAE