Executive Secretary & Receptionist (Owner’s Office – Real Estate)
Job Summary:
We are seeking a highly organized and professional Executive Secretary & Receptionist to support the Owner and manage front-office operations. The ideal candidate will act as the first point of contact for clients while handling confidential administrative tasks, scheduling, and coordination within a fast-paced real estate environment.
Key Responsibilities:
Executive Secretary Duties (Owner Support)
Manage the Owner’s calendar, appointments, and meetings
Coordinate internal and external communications on behalf of the Owner
Prepare reports, presentations, contracts, and official documents
Handle confidential information with discretion
Follow up on tasks, projects, and deadlines across departments
Assist in drafting emails, letters, and real estate documents
Liaise with brokers, tenants, clients, and government authorities
Reception & Front Office Duties
Greet clients, tenants, and visitors in a professional manner
Answer and direct phone calls, emails, and inquiries
Maintain office appearance and reception area
Handle incoming/outgoing mail and courier services
Schedule property viewings and client meetings
Maintain visitor logs and basic records
Administrative & Real Estate Support
Assist with tenancy contracts, renewals, and documentation
Maintain property files, tenant records, and databases
Coordinate with maintenance teams and property managers
Support leasing and sales teams with administrative tasks
Track payments, invoices, and basic accounting coordination
Ensure compliance with company procedures and documentation standards
Requirements:
Proven experience as a Secretary, Executive Assistant, or Receptionist (preferably in real estate)
Strong organizational and multitasking skills
Excellent communication skills (English required; Arabic is a plus)
Proficiency in Microsoft Office (Word, Excel, Outlook)
Professional appearance and customer-service attitude
Ability to handle confidential information with integrity
Knowledge of UAE real estate processes is an advantage
Preferred Skills:
Experience with CRM systems or property management software
Basic knowledge of tenancy laws and documentation
Strong coordination and follow-up skills
Ability to work under pressure and meet deadlines
Working Conditions:
Full-time position (UAE-based)
Office-based role with client interaction
May require flexibility based on business needs
