Secretary cum Receptionist

Receptionist / Secretary

Company: Razbar Project Management LLC
Location: Dubai, UAE
Job Type: Full-Time

About the Company

Razbar Project Management LLC is a Dubai-based project management and development consultancy providing professional services across project management, development management, master planning, design coordination, construction, and real estate development.

We are looking for a professional, organized, and dependable Receptionist / Secretary to manage front-desk activities and provide administrative and secretarial support to management and the wider project team.

Key ResponsibilitiesReception & Front Desk

• Welcome clients, consultants, contractors, suppliers, and other visitors in a professional and courteous manner.
• Answer, screen, and redirect incoming telephone calls.
• Respond to general enquiries and direct them to the appropriate department or employee.
• Maintain a professional and organized reception area.
• Manage incoming and outgoing couriers, documents, and deliveries.
• Maintain visitor records where required.
• Coordinate meeting room bookings and ensure meeting rooms are properly prepared.
• Assist visitors with basic information regarding the company and relevant contacts.

Secretarial & Administrative Support

• Provide day-to-day secretarial and administrative support to management.
• Prepare letters, emails, memos, reports, meeting invitations, and other business correspondence.
• Format and organize documents using Microsoft Word, Excel, Outlook, and PowerPoint.
• Maintain electronic and physical filing systems.
• Scan, print, photocopy, file, and distribute documents when required.
• Maintain confidential company and employee documents appropriately.
• Assist with document tracking, filing, and administrative records.
• Prepare and maintain contact lists, registers, trackers, and administrative spreadsheets.
• Assist management with routine correspondence and follow-ups.

Meeting & Calendar Coordination

• Schedule appointments, meetings, and conference calls.
• Coordinate internal and external meetings.
• Send meeting invitations and reminders.
• Prepare meeting rooms and required documentation.
• Assist with preparation of meeting agendas where requested.
• Record basic meeting notes or minutes when assigned.
• Follow up on agreed actions when requested by management.

Project Administration Support

• Provide administrative assistance to the project management and development teams.
• Assist with filing project correspondence, reports, drawings, submissions, and other documentation.
• Maintain project-related administrative records and trackers.
• Coordinate receipt and distribution of documents between internal team members, consultants, contractors, clients, and other stakeholders.
• Assist in preparing presentations, reports, and project documentation.
• Support the team with meeting coordination for consultants, contractors, and clients.
• Maintain accurate records of incoming and outgoing project correspondence when assigned.

Office Administration

• Monitor office stationery and administrative supplies and coordinate replenishment when necessary.
• Coordinate with suppliers, couriers, maintenance providers, and other office service providers.
• Assist with maintaining office records and administrative documentation.
• Support management with travel arrangements, appointments, and other administrative requirements when requested.
• Assist the HR/Admin team with routine administrative activities where required.
• Perform other reasonable administrative and secretarial duties related to the position.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Office Administration, Secretarial Studies, or a related field is preferred.
• Previous experience as a Receptionist, Secretary, Administrative Assistant, Front Desk Executive, or similar position is preferred.
• Experience within a project management, engineering, architecture, construction, consultancy, or real estate company would be an advantage.
• Good working knowledge of Microsoft Office, particularly Word, Excel, Outlook, and PowerPoint.

Skills & Competencies

The successful candidate should demonstrate:

• Professional verbal and written communication skills.
• Good telephone and front-desk etiquette.
• Strong organizational and time-management skills.
• Ability to manage multiple administrative tasks and priorities.
• Attention to detail and accuracy.
• Good document filing and record-management skills.
• Professional appearance and conduct appropriate for a client-facing position.
• Ability to maintain confidentiality.
• Ability to communicate professionally with clients, consultants, contractors, suppliers, and employees.
• Ability to work independently as well as part of a team.
• Basic knowledge of office administration procedures.
• Good computer and Microsoft Office skills.

Language Requirements

• Good written and spoken English is required.
• Additional language skills may be considered an advantage depending on business requirements

Pay: From AED2,500.00 per month

Work Location: In person