Board Secretary/ Office Coordinator

BOARD SECRETARY / OFFICE COORDINATORLocation: Abu Dhabi, United Arab EmiratesEmployment Type: Full-Time, On-SiteCompany: Grafton Homes Property DevelopmentCompany DescriptionGrafton Homes Property Development is a real estate development and project management firm specializing in luxury residential and hospitality projects.We deliver high-quality developments through end-to-end management services that extend beyond traditional consultancy. Our team combines technical expertise, practical experience, and strong project leadership to develop tailored delivery strategies for each project.From concept through completion, Grafton works closely with clients, consultants, contractors, and stakeholders to ensure precision, efficiency, and excellence in execution. The firm is focused on solving complex development challenges, managing demanding timelines, and delivering projects to the highest standards of quality and design.Role OverviewGrafton Homes is seeking a highly organized, detail-oriented, and professional Board Secretary / Office Coordinator to support the Board of Directors and the day-to-day administrative, financial, and operational requirements of the company.This is a diverse and trusted position requiring a high level of discretion, accuracy, organization, and follow-through. The successful candidate will coordinate Board activities, maintain corporate and financial records, support office and project administration, assist with reporting and document control, and act as an important point of coordination between management, consultants, contractors, suppliers, and external stakeholders.The role is suited to an individual who is comfortable managing multiple priorities and taking ownership of administrative processes within a fast-paced real estate development environment.Key ResponsibilitiesBoard Secretariat & GovernanceCoordinate Board meetings, including scheduling, meeting notices, agendas, meeting packs, and supporting documentation.Compile and circulate Board papers and materials as directed.Prepare accurate meeting minutes and maintain records of decisions, resolutions, approvals, and action items.Maintain the Board action tracker and follow up on outstanding actions and deadlines.Assist Directors with presentations, summaries, reports, and information required for Board review.Maintain Board and corporate records with strict confidentiality and discretion.Financial Administration & ReportingMaintain company accounting records, ledgers, expense records, and supporting financial documentation.Process supplier invoices, payment requests, payment vouchers, and related records.Maintain petty cash records and assist with payroll documentation where required.Support the preparation of weekly financial and administrative updates for the Board.Assist with monthly management account summaries and financial dashboards.Track overdue payments, financial commitments, and budget-related matters for management review.Support annual audits and provide financial documentation as required.Office Administration & CoordinationCoordinate calendars, appointments, internal meetings, and external meetings.Manage incoming and outgoing correspondence, telephone enquiries, couriers, and general office communications.Receive visitors and maintain a professional and organized front-office environment.Coordinate travel, logistics, and meeting arrangements when required.Prepare correspondence, internal reports, presentations, and administrative documents.Maintain company contact lists, registers, office records, and administrative supplies.Document Control & Corporate RecordsMaintain organized electronic and hard-copy filing systems.Register and archive contracts, invoices, purchase orders, quotations, correspondence, and corporate documentation.Maintain document registers, revision histories, and version control.Track outstanding submissions, approvals, licences, registrations, agreements, and document expiry dates.Ensure documentation is properly approved and securely maintained.Safeguard confidential Board, financial, commercial, employee, and company information.Procurement & Supplier CoordinationMaintain supplier and subcontractor records and databases.Obtain and organize quotations when requested by management.Track purchase orders, deliveries, invoices, statements, and supporting documentation.Monitor contract documentation and relevant expiry dates.Coordinate with suppliers regarding documentation, invoices, and payment status.Project AdministrationMaintain project cost records and supporting documentation.Update project financial and administrative trackers.Track subcontractor payment certificates and related records.Coordinate with consultants, contractors, subcontractors, and suppliers regarding project documentation and administrative requirements.Support project teams by ensuring accurate and timely information flow between relevant parties.Compliance & Government DocumentationMaintain corporate records in accordance with applicable UAE requirements and company policies.Assist with VAT, audit, banking, licensing, and government documentation as required.Maintain current copies of company licences, registrations, agreements, and other corporate documents.Assist management with documentation requested by banks, auditors, consultants, and government authorities.Qualifications & ExperiencePrevious experience in a Board Secretary, Executive Assistant, Office Coordinator, Office Manager, Administration, or similar role.Experience supporting senior management or a Board of Directors, including meeting preparation, minute-taking, action tracking, and maintenance of confidential documentation.Strong understanding of professional corporate administration, governance procedures, and record-keeping.Experience with basic financial administration, including invoices, payments, expense records, financial documentation, and reporting support.Strong document-control and organizational skills, with excellent attention to detail.Ability to coordinate multiple priorities, deadlines, meetings, and stakeholders in a fast-paced environment.Strong written and verbal communication skills with the ability to interact professionally with Directors, clients, consultants, contractors, suppliers, and government representatives.Proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, and Outlook, and confidence working with digital filing and document-management systems.Professional fluency in English; Arabic language skills are an advantage.Diploma or bachelor’s degree in Business Administration, Management, Finance, Accounting, or a related field is preferred.Previous experience within real estate development, construction, project management, hospitality development, or a related industry is an advantage.Familiarity with UAE corporate, banking, VAT, licensing, or government administrative processes is an advantage.Candidate ProfileThe ideal candidate is highly organized, dependable, discreet, and proactive, with the ability to work independently while supporting multiple areas of the business. The position requires someone who takes ownership of responsibilities, follows through on deadlines, maintains accurate records, and communicates professionally at all levels.Given the confidential nature of the role, a high standard of integrity, professionalism, judgment, and discretion is essential.Grafton Homes Property Development is an equal opportunity employer. All applications will be treated with confidentiality. Only shortlisted candidates will be contacted. The responsibilities outlined above are intended to describe the general scope of the position and may be adjusted based on the operational requirements of the company.