Receptionist & Administrative Assistant to the Managing Partner

Dubai Sotheby's International Realty; Dubai; On-site; AED 52,000 - 90,000; Full time

Job summary

Dubai Sotheby's International Realty is seeking a professional Receptionist & Administrative Assistant to support day-to-day operations, front-desk duties, and confidential administrative tasks for the Managing Partner.

The role requires excellent English communication, strong organizational skills, and a professional, welcoming demeanor in a fast-paced real estate environment.

Qualifications

• Previous experience as Receptionist/Administrative Assistant/Secretary/PA, preferably in real estate or related industry.
• Excellent verbal and written English communication.
• Professional, presentable, and welcoming demeanor with strong customer service.
• Excellent organizational and time management skills; ability to multitask.
• Proficiency in MS Office and calendar management tools.
• Strong attention to detail and accuracy in handling documents.
• Ability to communicate professionally with senior management, clients, visitors, and external stakeholders.
• High discretion and confidentiality in handling sensitive information.
• Proactive, reliable, and able to work independently or in a team.

Responsibilities

• Greet visitors and manage front desk in a professional, courteous manner.
• Handle calls, direct inquiries, and take messages.
• Manage emails, couriers, and document flow.
• Maintain a neat, organized reception area and coordinate visitor appointments.
• Provide secretarial support to Managing Partner and manage calendars and meetings.
• Prepare meetings, agendas, and required documents."
• Draft and proofread emails, letters, and memos; assist with presentations and reports.
• Follow up on tasks and actions on behalf of the Managing Partner.
• Coordinate meeting rooms and communicate with internal and external stakeholders.
• Maintain filing systems and assist with data entry, scanning, printing, and archiving.
• Ensure confidentiality and proper handling of client and company information.

Skills

Communication

Organizational skills

Microsoft Office

Attention to detail

Professional presentation

Calendar management

Customer service

Discretion

Education

Bachelor's degree or diploma in Business Administration/Office Management

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

We are seeking a professional, organized, and service-oriented Receptionist & Administrative Assistant to support the smooth day-to-day operations of the office and provide administrative assistance to the Managing Partner. The role combines front-desk reception duties, visitor management, communication handling, and general administrative support within a fast-paced real estate environment.

The ideal candidate will have excellent communication and organizational skills, a professional and welcoming demeanor, strong attention to detail, and the ability to handle multiple responsibilities while maintaining confidentiality and professionalism.

Key Responsibilities

- Reception and Front Desk Management

• Welcome and assist visitors, clients, business partners, and other guests in a professional and courteous manner.
• Manage incoming calls, direct inquiries to the appropriate departments, and take accurate messages when required.
• Handle incoming and outgoing correspondence, including emails, courier deliveries, and documents.
• Maintain a neat, organized, and professional reception area.
• Coordinate visitor appointments and ensure a smooth and positive visitor experience.
• Respond to general inquiries and provide basic information about the company and its services.
• Liaise with building management and service providers regarding office-related matters.

- Administrative Support to the Managing Partner

• Provide day-to-day administrative and secretarial support to the Managing Partner.
• Manage the Managing Partner's calendar, schedule appointments, and coordinate meetings.
• Arrange internal and external meetings, ensuring meeting rooms, agendas, and required documents are prepared in advance.
• Draft, format, and proofread emails, letters, memos, reports, and other business correspondence.
• Assist in preparing presentations, reports, spreadsheets, and other business documents.
• Follow up on pending tasks, meeting actions, and requests on behalf of the Managing Partner.
• Handle confidential documents and information with discretion and professionalism.

- Meeting and Office Coordination

• Coordinate meeting room bookings and ensure rooms are properly prepared for meetings.
• Communicate with internal teams, clients, and external stakeholders to confirm meeting schedules.
• Assist with preparing meeting materials, taking minutes when required, and circulating follow-up actions.
• Support the coordination of office activities, appointments, and day-to-day administrative requirements.
• Ensure office supplies, stationery, and other essential items are maintained and replenished as needed.

- General Administrative and Documentation Support

• Maintain organized electronic and physical filing systems for easy document retrieval.
• Assist with data entry, document preparation, scanning, printing, photocopying, and filing.
• Maintain accurate records of correspondence, appointments, and administrative activities.
• Assist with processing invoices, expense documentation, and other routine administrative records.
• Support the preparation and organization of company documents, property-related records, and internal reports.
• Conduct basic research and gather information as requested by the Managing Partner.
• Coordinate with internal departments to ensure administrative requests are completed promptly.
• Assist with the organization and handling of property-related documents, client records, and business correspondence.
• Coordinate appointments with property clients, investors, landlords, tenants, and business partners as required.
• Support the administrative coordination of property meetings and client inquiries.
• Liaise with relevant teams to ensure documents and information are shared accurately and on time.
• Maintain the confidentiality and proper organization of client and company information.

Qualifications and Skills

• Previous experience as a Receptionist, Administrative Assistant, Secretary, or Personal Assistant, preferably in real estate or a related industry.
• Excellent verbal and written communication skills in English.
• Professional, presentable, and welcoming personality with strong customer service skills.
• Excellent organizational and time management skills, with the ability to manage multiple tasks and prioritize effectively.
• Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint, as well as email and calendar management tools.
• Strong attention to detail and accuracy in handling documents and administrative tasks.
• Ability to communicate professionally with senior management, clients, visitors, and external stakeholders.
• High level of discretion and confidentiality when handling sensitive business and client information.
• Proactive, reliable, and capable of working independently as well as within a team.
• Strong coordination, problem-solving, and follow-up skills.
• A bachelor's degree or diploma in Business Administration, Office Management, or a related field is preferred.
• Professional front-desk and customer service skills.