Job Description

Our client who specializes in financial services & investment management is looking for a Property Administrator to join their private office. This is a solid position for an experienced Property Administrator who is a natural and articulate communicator, as well as a relationship builder with tenants, suppliers, and colleagues alike. You thrive on property-related administration and on improving efficiencies. Helping others is second nature to the right candidate, as well as having a keen eye for detail, common sense, and a natural disposition to manage tasks or projects in a logical and methodical manner. You are naturally cost-sensitive and always looking to renegotiate contracts or improve efficiencies. The key elements of this role are good communication skills, written weekly updates, and the ability to get things done well and within set deadlines. 1. Property Care and Maintenance

• Overseeing the maintenance of all equipment (HVAC, A/V, IT, Lighting, safety equipment, security systems, etc) and FF&E (furniture walls, flooring, landscaping, etc) at the properties you are responsible for with technical confidence.
• Undertaking regular property checks thoroughly to test equipment and ensure functionality, resolving all issues within a timely manner.
• Scheduling planned preventative maintenance (PPM) and supervising contractors to ensure work is completed well and timely.
• Responding to any reactive maintenance with efficiency.
• Coordinating property cleaning.
• Maintaining the cleanliness and smooth-running of vehicles.
• Point of contact for emergencies, with 24/7 on-call availability.

2. Property Administration

• Maintaining strong professional relationships internally and externally.
• Managing tenancy contracts, preparing Ejari, managing move-in/move-out processes.
• Attending viewings, undertaking inspections, and contractor supervision.
• Being the first point of contact for tenants, managing maintenance issues and follow-up.
• Scheduling quality preventative and reactive maintenance works.
• Renewing and reviewing maintenance contracts for best terms.
• Managing all aspects of utility and other property-related accounts.

3. Housekeeping

• Overseeing the day-to-day or operational running of the property; go to person for the family home.
• Hands-on with all administrative duties, including managing staff rotas and household schedules.
• Develop, perfect and supervise household operations whether it be catering or housekeeping specifications.
• Supervise and train household staff.
• Ordering household or personal items; taking responsibility for the household inventory.
• Event planning, catering, travel planning, organizing and co-ordination.

4. Vehicle Administration

• Administration of car registration renewals and negotiating best insurance packages.
• Timely scheduling of all service checks.

5. General administration

• Research and procurement of goods and services, including negotiating best terms.
• Processing invoices, budgeting, and tracking expense variances.
• Transparent weekly reporting.
• Actively contributing to team meetings, organising workflow for yourself and others, and participating in various supplier or internal reviews.
• Keeping up to date with relevant rental laws and land department guidelines.
• Updating operations manuals and maintenance programs.
• Managing tasks via shared calendars and task lists.
• Applying for permits, gate passes, and issuing authorization letters.
• Visiting suppliers and running errands.
• Maintaining accurate records.

Qualifications, skills, and attributes:

• Bachelors degree in Business Administration or equivalent.
• Must have at least five years experience working in property administration.
• Must hold a clean UAE Drivers license and have a vehicle to use for work purposes.
• Excellent communicator with strong administrative skills (Office 365 Full Suite).
• Responsible, reliable, punctual, and efficient.
• Ability to use initiative, self-starter.
• Respond proactively to changing situations and ad hoc requests.
• Excellent organizational skills and attention to detail.
• A general can do attitude and willingness to help when required.
• An excellent forward planner and multi-tasker, driven to achieve successful outcomes.
• Must be discreet and maintain confidentiality as appropriate.
• Preference will be given to those with experience working for small, privately-owned businesses.
• Preference will be given to those with technical and/or maintenance knowledge.

Job Type: Full-time Ability to commute/relocate:

• Dubai: Reliably commute or planning to relocate before starting work (Required)