Administrative Manager / Office Manager / Secretary

Q Homes, LLC - Doha, Qatar

Job Description

Administrative Manager / Office Manager / Secretary
(job ID QH - 0512)

Location: Qatar
Salary range: QR 5,000 - 6,000 total package + bonus


Who we are looking for
You will report to the General Manager. You will be responsible for carrying out the company’s administrative functions and serving as the company’s office manager.

Summary of job functions
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate company staff
• Utilize an Internet-based Content Management Systems to maintain and update the Company Website and the company CRM databases
• Coordinate with the company Photographer to upload hi-resolution property images into the property database
• Maintain spreadsheets of tenant and property owner username log-in and password information
• Regularly monitor the company website and make changes as requested by the General Manager to website text utilizing the Content Management Software
• Maintain company accounting records / receipts and liaise with the company bookkeeper to receive and log monthly accounting statements
• Create forms and templates in accordance with company procedures
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs
• Maintain scheduling and event calendars
• Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters
• Schedule and confirm appointments for clients, customers, or supervisors
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material
• Order and dispense office supplies; prepare and mail checks
• Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications
• Using a variety of software packages, such as Microsoft Word, Outlook, Powerpoint, Excel, Access, to produce correspondence and documents

Skills

Education, skills and experience
 Bachelor’s / college degree strongly preferred
 Relevant training or qualification in administrative management
 Required minimum one (1) year working in a real estate sales / brokerage / real estate developer and familiarity with real estate terminology
 Knowledge and experience of relevant software applications - spreadsheets, word processing, and database management
 Relevant experience with uploading text and graphics to websites using a Content Management Software
 Relevant experience with a CRM (Customer Relationship Management) database software
 Knowledge of administrative and clerical procedures
 Proficient in spelling, punctuation, grammar and other English language skills

Other requirements / restrictions
 Filipino nationality preferred
 Female candidates only for this role; preferred age 30 to 40
 Fluent English speaker required, ability to communicate effectively with native English speakers
 Any other languages spoken a bonus
 Candidates currently based in Qatar or another GCC country will be given first consideration

About This Company

Our company is a new player in the booming Qatari market positioned for success in the leasing and property management industry. We are a Western-managed company under the ownership of two Qatari investors from major business families, who themselves have lived for many years in the West and are eager to bring a fresh and professional look to the marketplace. We are positioned to take advantage of the current building oversupply by offering property management services to Qatari property owners with empty units, and leasing the units focusing on the Western / professional / white-collar expatriate workforce entering the country. Qatar is currently the world’s richest country per capita, its GDP is growing at an 18% rate, the government has allocated USD $100-Billion in spending until World Cup 2022, and yet the market is underserved in terms of professional service providers focusing on strategic sectors. Our company fills this market gap and we are recruiting a team of energetic, creative, and delivery-oriented professionals to join our growing team.