The Role
The Property Coordinator / Administrator will provide administrative support to the Property Management team in managing the Saudi Arabia portfolio.
Key Responsibilities
- Assist with the preparation of client reports on a quarterly or monthly basis including collating key data such as critical lease events and obtaining inputs from 3rd parties, with support from senior colleagues if needed
- Handling conference hall bookings with tenant
- Handling parking inventory, card issuance and parking management
- Preparation of events planner and Coordinating events with 3rd party service provider
- Coordinate issuance of access cards replacement after receiving official email from the tenant with the employees details and collect the replacement fees
- Create and update tenants master sheet including representative names and contact details
- Chase and follow up submission of monthly utilities meter reading from FM to Finance team for billing
- Circulate management reports and dealing with any necessary amendments and preparation ready for printing and binding or email distribution
- Assist in the preparation of other team reports as and when needed. These might include one off projects or reports requested by clients
- Assist in the preparation and issue of agendas and minutes for team meetings as well information / presentations needed for these meetings
- Utilise all new systems that are being developed that assist the department / team in delivering a first-class property management service
- Deal with email, social media and phone enquiries, taking messages where necessary
- To provide timely and appropriate reports to the Senior Property Manager as and when requested
- Assist in undertaking team / departmental compliance and due diligence tasks
- Act as a tenant liaison as and when required
- Produce mid-year variance reports for the Property Manager as required
- Assist in organising client or team events
- Gain experience of all the accounting functions, including company accounts, to obtain an oversight in this department.
- Liaise with the Accounts Assistant over any property queries where necessary
- Deal with enquiries from tenants, clients, solicitors, local authorities, etc
Skills, Knowledge and Experience
- Fresh graduate
- Excellent spoken and written English
- Degree educated preferable
- Arabic language skills preferable
- Good organizational and co-ordination skills
- Good verbal and written communication skills
- Excellent time management
- Ability to multitask and to work accurately and effectively under pressure
- Good general administrative skills - essential
- Must be computer literate in Microsoft Excel, Word & Outlook
- Continuous improvement: delivers efficiency in addition to effectiveness
- Self-starter, who relishes challenges and strives for the best
- Strong team player: builds relationships and consults with others, quickly establishes trust and credibility
- Confident with a positive outlook
- Ethical with strong integrity
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