Job Description

Job Title: Philippines Executive Secretary/Admin

KNOWLEDGE IN REAL ESTATE PROPERTY MANAGEMENT / VALUATION IS A MUST

Industry:

Real Estate

Location:

Sharjah

Salary:

AED 4,000 per month

Days Off:

Saturday & Sunday

Other Benefits:

To be discussed during the interview

:

We are a dynamic real estate company looking for a

Philippines Executive Secretary/Admin

who can handle a wide range of administrative and operational tasks. The ideal candidate is proactive, organized, and eager to grow within the real estate field. This is a full-time, all-around support role that contributes to smooth day-to-day operations.

Key Responsibilities:

1. Executive & Personal Assistance

Manage the daily schedule, meetings, travel bookings, and business appointments of the CEO. Handle confidential emails, calls, and correspondence on behalf of the CEO, ensuring appropriate responses and follow-ups. Oversee all personal affairs of the Owner, including family visa renewals, passports, health, property-related matters, personal banking and car insurances, and travel arrangements. Coordinate with government departments and service providers for document processing related to visas, licenses, vehicles, and tenancy contracts. Keep organized records of all personal and official documents for easy access and compliance. Support the CEO with personal tasks, schedule management, and handling confidential information.

2. Valuation & Client Coordination

Draft and submit valuation proposals to clients, managing follow-ups for approvals and engaging in negotiations when necessary. Prepare valuation/appraisal reports in coordination with the technical team and ensure proper document flow for inspections and submissions. Serve as liaison between clients, auditors, and the valuation team to gather information and address valuation queries. Maintain a centralized, well-organized filing system with reference codes for easy access to valuation documents. Negotiate timelines and clarify valuation report details with clients and auditors as required.

3. Office & Administration Management

Act as the central point of contact for all administrative, HR, accounts, procurement, and facility-related matters. Supervise front desk operations, answer inquiries, transfer calls, and handle client walk-ins professionally. Monitor office maintenance, cleaning, and security operations; coordinate with vendors for contracts and services. Maintain office supply inventory and place timely orders with suppliers.
4.

HR & Recruitment Support

Post job openings, review resumes, schedule interviews, and prepare offer letters or contracts. Help onboard new staff by collecting documents and assisting with orientation. Prepare and track employee leave forms (sick, annual, emergency) and maintain HR records. Coordinate with HR for visa processing, renewals, Emirates IDs, and insurance. Keep employee files updated with contracts, IDs, and other documents. Assist with HR letters such as NOCs, salary certificates, and termination notices. Help organize staff meetings, trainings, and team events. Track probation periods, contract renewals, and performance review dates.

5. Accounting & Financial Support

Prepare and issue tax invoices, payment receipts, handles petty cash and logs. Assist with VAT reporting, audit preparations, and document submissions. Follow up on accounts receivable, bounced cheques, and overdue collections from clients and tenants. Record transactions using accounting platforms such as Zoho Books

6. Tenant & Property Management

Manage the Owner's property portfolio, including lease renewals with tenants. Handle tenant communications regarding payments, renewals, complaints, and cheque processing. Monitor and schedule post-dated cheque deposits, ensuring timely banking. Keep organized records of lease agreements, payment schedules, and tenant information. Assist with legal matters, including sending notices for overdue payments and lease violations. Support legal cases by preparing required documents and paperwork. Ensure property-related documents are filed and updated regularly. Coordinate property inspections, maintenance, and repairs. Track property taxes, utilities, and other financial obligations.

7. Government & Legal Compliance

Ensure timely renewal of company trade licenses, vehicle registrations, tenancy contracts, and insurance policies. Liaise with government authorities (DED, RTA, Dubai Municipality, GDRFA, MOHRE) for both company and personal matters. Submit required documents and track deadlines to ensure compliance and avoid penalties. Assist in renewing professional licenses and permits for staff, such as RERA, MOJ, and other regulatory bodies. Coordinate with service providers to ensure smooth processing of government transactions. Maintain records of all renewals, licenses, and permits for easy reference and tracking. Provide updates to the management team on renewal status and deadlines. Assist with any government inspections or audits related to company operations. Manage and process payments for violations, such as car fines, parking tickets, or other penalties.- send cv at

sarah@alaqqadgroup.com

Job Type: Full-time

Pay: AED3,000.00 - AED4,000.00 per month

Experience:

* Real Estate: 3 years (Required)