Administrative Assistant

1 week ago


Dubai, Dubai, United Arab Emirates Dubai Sotheby's International Realty Full time
Administration Assistant

Responsibilities:

1.

Registering the Project at DLD (Dubai Land Department):

  • Liaise with DLD authorities to ensure timely and accurate registration of projects.
  • Compile and submit necessary documentation for project registration.
  • Follow up on the progress of registration and address any issues that may arise.
2.

Setting up Escrow Accounts:

  • Coordinate with financial institutions to establish and manage escrow accounts as per regulatory requirements.
  • Maintain detailed records of escrow account transactions and balances.
  • Facilitate communication between stakeholders regarding escrow account matters.
3.

Populating SPAs & Agreements:

  • Prepare and populate agreements with accurate information in compliance with legal and regulatory standards.
  • Collaborate with legal and sales teams to ensure agreements meet all requirements.
  • Maintain an organized database of completed agreements for reference and auditing purposes.
4.

Prepares Invoices:

  • Generate and issue invoices to clients accurately and in a timely manner.
  • Verify invoice details against project contracts and agreements.
  • Coordinate with the finance department to reconcile invoices and track payments.
5.

Prepares Receipts:

  • Generate receipts for payments received from clients and maintain accurate records.
  • Ensure receipts are properly documented and filed for auditing purposes.
  • Assist in resolving any discrepancies related to payments and receipts.
6.

Collection Reports:

  • Prepare regular reports on outstanding payments and collections.
  • Monitor payment schedules and follow up on overdue accounts.
  • Provide updates to management regarding collection activities and trends.
7.

Prepares Statement of Accounts:

  • Compile and maintain comprehensive statements of accounts for clients.
  • Reconcile accounts and address any discrepancies or queries from clients.
  • Ensure statements are updated and distributed as per schedule.
  • Provide necessary information and instructions related to the invoicing process.
  • Respond promptly to client inquiries or concerns regarding invoices.
  • Address inquiries, requests, and concerns in a timely manner.
10.

Sends Payment Reminder for Delayed Payments:

  • Monitor payment deadlines and send reminders to clients for overdue payments.
  • Maintain records of payment reminders and followup actions taken.
  • Escalate unresolved payment issues to the appropriate channels for further action.
11.

Organises SPA Printing and Binding:

  • Coordinate the printing and binding of agreements according to project requirements.
  • Ensure quality control and adherence to branding guidelines for printed materials.
  • Arrange for timely delivery of printed agreements to designated locations.
12.

Coordinates SPA Courier to Clients:

  • Arrange for courier services to deliver agreements to clients as required.
  • Track shipment progress and address any delivery issues or delays.
  • Confirm receipt of agreements with clients and update records accordingly.
13.

Register Units at DLD for Oqood Registration:

  • Assist in the registration of units with the Dubai Land Department for Oqood registration.
  • Coordinate with relevant parties to ensure all necessary documentation is submitted accurately and on time.
  • Follow up on the progress of registrations and address any issues or inquiries from authorities.
14.

Installment Invoices and Payment Collection:

  • Generate and send installment invoices to clients based on project milestones.
  • Track installment payments and follow up on overdue payments.
  • Coordinate with the finance department to ensure timely and accurate collection of installment payments.

Qualifications:

  • Bachelor's degree in Business Administration, Finance, or related field preferred.
  • Proven experience in administrative or clerical roles, preferably in the real estate or property development industry.
  • Strong organizational skills with the ability to multitask and prioritize tasks effectively.
  • Excellent communication and interpersonal skills.
  • Proficiency in Microsoft Office Suite and accounting software.
  • Knowledge of relevant regulations and procedures related to real estate transactions in Dubai is an advantage.

Salary:
From AED5,000.00 per month

Experience:

- administrative assistant: 2 years (required)
Real Estate Developer: 3 years (required)

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