Property Administrator

Job description / Role

This opportunity has arisen within for a privately owned company with its head office based in Dubai.

Reporting to the Head of Engineering and within a team of four, the role entails general maintenance and facilities service desk coordination as well as general administration for the company with regards to all the properties owned by the Principles and the company.

You will be involved with assisting with scheduling preventative and reactive maintenance works with contractors and managing all utility accounts for the properties including discrepancy follow up. The role also entails managing all invoicing and administration associated with the assets, coordinating work requests from staff and liaising with the Principles with regards to all maintenance requirements, issues and plans. There will be regular liaison with Tenants in company owned apartments, managing key issuance and security passes.

General administration responsibilities include providing project support and transactional support; facilitating implementation, thorough planning, through to completion and being the first point of contact for employees and suppliers for all property and vehicle asset related invoices and administration. You will also be involved in researching various topics, providing recommendations and drafting or reviewing documentation and correspondence, facilitating management sign off and approval of all invoices and paperwork, coordinating calls and meetings; maintaining action lists and preparing reports.

There will also be a PA element to the role and you will provide secretarial support to the Head of Engineering including meeting management, general business support and flight bookings as well as maintaining the filing system. You will maintain strong relationships with suppliers, monitor contracts, assist with the Building Management Profiles and Planned Preventative Maintenance plans and review internal processes for improvements and relevance such as Health and Safety.

Requirements

The successful candidate will be quality and deadline driven; a natural multitasker; flexible; adaptable and able to work successfully with all employees and suppliers. They will have a keen eye for detail and be a logical thinker. They will possess an innate ability to identify areas for improvement and implement them. They will be a natural communicator, able to articulate comprehensive recommendations and have the ability to manage special projects across the organisation, driving maintenance related tasks and issues to reach successful outcomes and results. Bookkeeping and invoice management are also key for the role.

We are looking for an Undergraduate degree in business, real estate, hospitality and/or finance/economics and there is a strong preference for someone with a facilities/property administration management background or hospitality management background. Exceptional administrative and organisational skills with a flawless attention to detail in every aspect. The responsibilities of this role may be adjusted in order to meet business requirements, so flexibility and openness to change is beneficial.

About the Company

Irwin & Dow was established in 2013 to provide clients with a unique and highly personalised recruitment service, providing the very top calibre of candidates across the business support and secretarial function.

We provide a refreshing approach, working in close partnership with clients and candidates across diverse industry sectors; large MNC’s, government & semi -government entities, SME’s, local businesses and in the start-up and UHNWI support framework.

Great people equal great success: all our candidates are interviewed personally by a member of the team, and we develop longstanding and in-depth relationships with our clients, understanding their corporate culture and goals to ensure a successful outcome for both parties.

Our values of discretion and diplomacy are paramount, and we are pleased to be a partner of choice for clients and candidates.