OFFICE ADMINISTRATOR/ SECRETARY
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Key skills for this role
About the Role
VKN Technical Services LLC is seeking a highly organized Office Administrator / Secretary to support daily office operations in a fast-paced real estate environment. The role involves office management, communication coordination, scheduling, document control, and meeting support.
Key Skills for This Role
Responsibilities
- Open and close the office daily, ensuring the workplace is clean, organized, and presentable
- Monitor office supplies and place orders when necessary
- Coordinate with maintenance, cleaning, and service providers
- Manage all incoming and outgoing correspondence, including emails, phone calls, couriers, and mail
- Act as the first point of contact for visitors and clients
- Coordinate with internal departments and external parties such as clients, suppliers, and government entities
- Maintain calendars for senior management, scheduling meetings, appointments, and events
- Arrange travel bookings, accommodations, and itineraries when required
- Prepare meeting agendas, presentations, and supporting documents
- Take accurate meeting minutes and circulate them promptly
- Maintain organized filing systems (both digital and physical)
- Handle confidential information with discretion
Requirements
- Bachelor’s degree or diploma in Business Administration or a related field
- Minimum 2–4 years of experience in an administrative or secretarial role
- Experience in the Real Estate sector is highly preferred
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
- Strong communication skills in English (written and verbal)
- Excellent organizational and time management abilities
- Ability to multitask and work under pressure
Full Job Posting
Job Summary
- We are seeking a highly organized and proactive Office Administrator / Secretary to support daily office operations and ensure smooth coordination between internal teams and external stakeholders.
- The ideal candidate will be detail oriented, efficient, and capable of handling multiple administrative tasks in a fast paced real estate environment.
Office Management
- Open and close the office daily, ensuring the workplace is clean, organized, and presentable at all times.
- Monitor office supplies and place orders when necessary.
- Coordinate with maintenance, cleaning, and service providers.
Communication & Coordination
- Manage all incoming and outgoing correspondence, including emails, phone calls, couriers, and mail.
- Act as the first point of contact for visitors and clients in a professional manner.
- Coordinate with internal departments and external parties such as clients, suppliers, and government entities.
Scheduling & Calendar Management
- Maintain calendars for senior management, scheduling meetings, appointments, and events.
- Arrange travel bookings, accommodations, and itineraries when required.
- Ensure timely reminders and follow ups for important meetings and deadlines.
Meetings & Reporting
- Prepare meeting agendas, presentations, and supporting documents.
- Take accurate meeting minutes and circulate them promptly.
- Track and follow up on action items to ensure timely completion.
Document Control & Filing
- Maintain organized filing systems (both digital and physical).
- Ensure all company documents are properly archived and easily retrievable.
- Handle confidential information with discretion.
Qualifications & Requirements
- Bachelor’s degree or diploma in Business Administration or a related field.
- Minimum 2–4 years of experience in an administrative or secretarial role.
- Experience in the Real Estate sector is highly preferred.
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
- Strong communication skills in English (written and verbal).
- Excellent organizational and time management abilities.
- Ability to multitask and work under pressure.
Preferred Criteria
- Tagalog preferred.
- Experience working in the UAE real estate market is an advantage.
- Familiarity with property management systems or CRM tools is a plus.
Key Skills
- Professional communication
- Attention to detail
- Time management
- Multitasking
- Confidentiality and discretion
Contact
- Send your CV to email: hrvkngroup@gmail.com
- WhatsApp: +971 52 202 2705 / 0524933615
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