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

• Previous property experience in an administrative capacity (preferably)

• 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