Administrative Executive

AW Rostamani Holdings LLC; Dubai; On-site; AED 67,000 - 100,000; Full time

Job summary

AW Rostamani Holdings LLC in Dubai seeks an experienced administrative professional to support the Projects Department, organizing documentation and coordinating meetings across all project stages from design to handover.

Responsibilities include supporting the paperless initiative via Aconex, tracking time for AWRP team, arranging meetings with consultants and contractors, taking minutes, and assisting with procurement and payment records in coordination with Finance.

Qualifications

• Minimum 3–5 years in an administrative role, preferably in real estate, construction, or property development.
• Fluent in English (written and spoken).
• UAE Nationals only; must hold a valid UAE Family Book and meet eligibility requirements.

Responsibilities

• Support administrative requirements of the Projects Department and organize project documentation.
• Assist in organising and maintaining documentation across all project stages from design to handover.
• Support paperless initiatives using Aconex and related systems.
• Maintain and track time allocation records and submit to Finance monthly.
• Coordinate and schedule project meetings with internal teams, consultants, contractors, and suppliers.
• Take minutes and follow up on actions from key meetings.
• Assist with variation finalisation, tender reviews and tender comparisons when required.
• Liaise with internal departments and stakeholders for project-related needs.

Skills

Strong organisational skills

Effective communication

Attention to detail

Independent work

Multitasking

Fluent in English

Tools

Microsoft Office

Job description

Support the administrative requirements of the Projects Department Assist in organising and maintaining project documentation through various systems across all project stages from design through to handover Support the implementation of project documentation processes in line with AWRP s paperless initiative using Aconex Maintain and track the time allocation records of AWRP team members and submit the information to the Finance team during the first week of each month Coordinate and schedule project meetings involving internal teams consultants contractors subcontractors and suppliers Support the Projects team with consultant and contractor-related matters during the Defects Liability Period Organise team meetings events and other departmental activities Assist the Commercial team with variation finalisation tender reviews and tender comparisons Support the Project Management team by taking minutes of key meetings and following up on action items Coordinate with and follow up on AWRP team members to ensure the timely issuance of internal purchase requisitions PRs purchase orders POs and memos Maintain records of payments and forward original receipts to the Finance team Liaise with internal departments and stakeholders regarding meetings events and other project-related requirements.

Work Experience

Minimum of 3 to 5 years' experience in an administrative role, preferably within the real estate, construction, or property development industry.

Competencies

• Proficient in Microsoft Office applications, including Word, Excel, and PowerPoint.
• Strong organisational and administrative skills, with the ability to manage multiple tasks efficiently and maintain accurate records.
• Effective communication and interpersonal skills, with the ability to coordinate and collaborate with employees, clients, vendors, and internal departments.
• High attention to detail and strong follow-up skills.
• Ability to work independently and manage priorities in a fast-paced environment.

Languages

• Fluent in English (written and spoken).

Eligibility Requirements

This position is open to UAE Nationals (Emirati) only.

Applicants must hold a valid UAE Family Book and meet all eligibility requirements for UAE National employment.