Secretary/Receptionist 

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.