Administrative Assistant
2 weeks ago
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 follow-up 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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