Secretary/Receptionist (AED 3,000-AED3,500)

Taif Al Emarat | طيف الإمارات; Sharjah; On-site; AED 60,000 - 80,000; Full time

Job summary

A dynamic UAE-based company is seeking a Secretary/Receptionist to provide administrative and operational support, with key responsibilities in managing sales reports, compliance, and document control. The ideal candidate should have a diploma in business or administration and at least one year of experience in related roles. Strong organization, familiarity with UAE mall portals, and proficient skills in MS Office are essential. This role is vital for ensuring smooth operations and compliance across various tasks.

Qualifications

• 1 year in secretary/receptionist/admin roles preferred, especially in retail/mall.
• Familiarity with UAE mall portals, UAE PASS, and document control systems.

Responsibilities

• Prepare and submit monthly sales reports by the 5th.
• Handle special cases and track work permits across mall portals.
• Manage insurance arrangements and maintain license trackers.

Skills

Strong organization and time management

Attention to detail

Excellent English

Strong Excel skills

Education

Diploma/Bachelor’s in Business/Admin

Tools

MS Office

Google Workspace

Job description

JOB TITLE

Secretary / Receptionist

LOCATION

AJMAN, UAE

Reports to

Operations Manager

Type

Full-time

Job Description

Provide front-office, administrative, and operations support with a strong focus on mall reporting (MSR), permits, compliance, and document control. The role ensures timely submissions to mall portals, accurate records for Accounts, and responsive email/phone coordination across brands and contractors.

Key Responsibilities

• MSR: Prepare and submit monthly sales reports by the 5th (per mall rules) and file copies.
• Accounts Pack: Send monthly utilities, VAT invoices (Taif/Ramasat/Cunzite), Ruby SOA/Excel, and Target Copy forms.
• Audited Sales Reports: Complete templates and submit with Trade License & Lease when requested.
• Work Permits & NOCs: Apply/track across mall portals; handle special cases, coordinate with Contractor.
• Mall Compliance: Arrange/renew insurances, pest control, AMC; manage DCD/Hassantuk attestations and mall-specific contractors.
• Licenses & Contracts: Maintain tracker, monitor expiries, set reminders, and manage Ejari/Tawtheeq renewals.
• Cheques: Deposit Planet (by 15th & 30th) and Aquacool (by 15th); send/upload deposit slips.
• Email & Admin: Monitor/prioritize key inboxes, respond/forward and follow up; reception/front-office support and document control.

Qualifications & Skills

• Diploma/Bachelor’s in Business/Admin (preferred).
• 1 year in secretary/receptionist/admin roles (retail/mall experience is a plus).
• Strong Excel and MS Office/Google Workspace; accurate data entry.
• Familiarity with UAE mall portals, UAE PASS, DCD, Hassantuk, Ejari/Tawtheeq.
• Excellent English (Arabic a plus); strong organization and time management; high attention to detail.

Tools & Systems

MS Office/Google Workspace, mall/authority portals (MAF, EMAAR, Yas, Abu Dhabi Mall, etc.), UAE PASS, DCD, Hassantuk, Outlook/Gmail, shared drives/task trackers.

KPIs

• 100% on-time MSR submissions (by the 5th).
• Zero missed permit/renewal deadlines.
• DCD/Hassantuk attestations within Service Level Agreement.
• Accurate monthly packs to Accounts; audit-ready files.
• Priority email response within 24 hours; clean, organized inbox.
• No missed license/tenancy expiries.