HR Office Administrator - Real Estate

AlFuttaim; Dubai; On-site; AED 60,000 - 90,000; Full time

Job summary

AlFuttaim in Dubai, United Arab Emirates, is seeking an HR Office Administrator to provide administrative support within the Real Estate division. The role covers front desk duties, document handling and coordination of meetings, interviews, and vendor services.

You will manage office facilities, support HR workflows, ensure accurate record-keeping, and assist with procurement and pantry/vendor coordination in a dynamic real estate environment.

Qualifications

• Experience in administrative support and customer service.
• Ability to handle multiple tasks with attention to detail.
• Strong written and verbal communication.

Responsibilities

• Serve as first point of contact for HR department.
• Coordinate office facilities and meeting rooms.
• Prepare interview documents and arrange WebEx/video conferences.
• Maintain documentation trackers and directory updates.
• Manage office inventory and procurements, liaising with vendors.

Skills

Front desk

Office administration

HR coordination

Telephone handling

Visitor handling

Meeting coordination

WebEx setup

Document tracking

Job description

HR Office Administrator - Real Estate Job Snapshot

Role: HR Office Administrator Location: Dubai, United Arab Emirates Industry: Real Estate Function: Administrative Support Experience: Not specified Job Type: Full Time

Job Details Country: United Arab Emirates City: Dubai Industry: Real Estate Function: Administrative Support Salary: Not disclosed Gender: No Preference Candidate Nationality: Not specified Job Type: Full Time Work Arrangement: On-site

What You Will Do

Administrative Support

• Act as the first point of contact for the HR Department and liaise professionally with internal and external contacts.
• Provide a high standard of customer service to visitors and guests.
• Screen telephone calls, enquiries and requests, redirecting them appropriately and taking accurate messages when required.
• Maintain familiarity with company policies and procedures to provide appropriate responses to routine enquiries.
• Handle administrative tasks and day-to-day situations professionally.
• Ensure calls and enquiries reach the appropriate individuals when further assistance is required.

Office and Meeting Coordination

• Oversee the upkeep and maintenance of the Human Resources offices.
• Ensure office equipment and facilities remain in working condition.
• Monitor meeting rooms and associated facilities.
• Coordinate outsourced pantry staff and service providers including cleaners, canteen services, plant suppliers and pest control.
• Arrange logistical requirements for meetings held in HR meeting rooms, including preparation and catering.
• Coordinate team birthday celebrations, meetings and HR workshops with the HR Administrator.
• Prepare interview documentation in advance and provide it to the relevant HR Business Partner.
• Set up WebEx interviews and video conferences.
• Coordinate with the office assistant to ensure meeting rooms are checked after use and attendees receive required service promptly.

Document Management

• Maintain an accurate tracker for incoming and outgoing documentation.
• Update the Real Estate Telephone Directory regularly and circulate monthly updates to departmental Executive Assistants and Personal Assistants.
• Maintain document accuracy and appropriate organization to prevent misplacement.
• Update the probation tracker in coordination with Onboarding Specialists.
• Send relevant email communications regarding probation deadlines.

Inventory and Purchasing

• Track inventory status for office IT equipment, including laptops and monitors.
• Monitor induction pack inventory and advise the Onboarding Specialist when stock levels are low.
• Prepare RFAs and LPOs for HR team purchases and procurement requirements.
• Follow up on the timely release and processing of LPOs and vendor payments.
• Submit Etisalat bills to Finance and relevant HR team members within required timelines.

Key Capabilities

• Front desk and office administration.
• HR administrative coordination.
• Professional telephone and visitor handling.
• Meeting and interview coordination.
• WebEx and video conference setup.
• Document tracking and records management.
• Office facilities coordination.
• Inventory monitoring.
• RFA and LPO preparation.
• Vendor and outsourced service coordination.
• Strong organization and attention to detail.
• Professional communication with internal and external stakeholders.