Office Manager

Feb 27, 2025
We are seeking an experienced and proactive Office Manager to oversee the operations of three office locations within our large real estate firm in Dubai. This role involves managing a range of office functions, including staff coordination, maintenance, supplies, event organization, and cross-departmental collaboration. You will lead a team of two direct reports and work closely with various departments to ensure smooth and efficient office operations.
Key Responsibilities

Manage Office Assistants:

  •  Supervise and coordinate the schedules, tasks, and leave for 3 office assistants.
  • Coordinate tasks, leave, overtime, and schedules for our 4 company drivers and assist our owners 4 personal drivers.
Vehicle Management:
  • Oversee vehicle-related tasks such as insurance, Mulkiyas, repairs, permits, fines, and vehicle distribution.
Office Maintenance:
  • Apply for necessary permits, source suppliers and vendors, oversee maintenance work, and ensure expectations are met.
  • Collaborate with the finance department for payment coordination and follow-up.
Coordinate Developer Briefings:
  • Track and manage all developer briefings and events.
  • Send invitations, collect RSVPs, and secure photographer permits.
  • Create and manage WhatsApp groups for developers and agents for better communication.
Admin Management:
  • Maintain and update contact lists (staff changes, birthdays, etc.).
  • Organize birthday posters and cake orders to celebrate staff milestones.
  • Oversee the Broker Connector profiles and manage company WhatsApp groups, ensuring inactive groups are removed and content is appropriately monitored.
Office Supplies & Meeting Rooms:
  • Order office supplies including stationery, coffee, water, fruits, and toiletries.
  • Manage meeting room schedules to ensure availability and efficient usage.
Event Coordination:
  • Collaborate with our Events Planner to organize company events, ensuring all arrangements and supplies are in place.
Reception Area Management:
  • Oversee reception operations, including handling incoming calls, emails, deliveries, and client interactions to ensure a smooth experience for visitors.
Parking Management:
  • Manage parking spaces across offices, including adding/removing vehicles, applying for additional spaces, and ensuring renewals are processed on time.
  • Oversee building access card management, including new card applications, replacements, and handovers.
Photographer Coordination:
  • Coordinate with photographers, manage their calendars, and arrange company vehicles as needed for shoots.
Email Management:
  • Manage the company’s info email account and forward relevant emails to the appropriate departments or teams.
Cross-department Coordination:
  • Work closely with other departments to ensure smooth communication and coordination for tasks related to payments, schedules, and general organizational needs.
Assist Personal Assistants:
  •  Collaborate with Personal Assistants (PAs) to delegate tasks and provide additional support where required.
Requirements

• Proven experience as an office manager or in a similar administrative role, preferably within the real estate or corporate sector.

• Strong leadership skills and the ability to manage a small team effectively.

• Excellent organizational and multitasking abilities.

• Proficiency in office management software and tools (e.g., MS Office, Google Workspace).

• Strong communication skills, with fluency in English (Arabic is a plus).

• Ability to manage and prioritize multiple tasks in a fast-paced environment.

• Strong problem-solving abilities and attention to detail.

• Experience with event planning and coordination.

“We highly appreciate your interest in Unique Properties. Rest assured that if your profile meets the criteria for the position
we will most definitely be in touch. Please note that only shortlisted candidates will be contacted.
We thank you for your understanding and wish you the best of luck in your professional advancement.”

Unique Peoperties
Unique Peoperties