Coordinator

Coordinator – Premium Residential Property Management

Join our dynamic team as a **Coordinator** in a prestigious residential compound in Riyadh, where excellence in administrative support drives seamless operations. In this pivotal role, you will serve as the backbone of our property management team, ensuring meticulous record-keeping, efficient communication, and flawless execution of daily administrative tasks. This position is ideal for an organized, detail-oriented professional who thrives in a fast-paced environment and takes pride in maintaining the highest standards of operational integrity.

As our Coordinator, you will play a critical role in upholding the smooth functioning of our residential compound by managing administrative workflows, tenant records, financial processes, and customer service interactions. Your expertise will directly contribute to resident satisfaction, compliance adherence, and the overall efficiency of our property management operations.

Key Responsibilities

Your role will encompass a broad spectrum of administrative, financial, and customer service functions, ensuring every aspect of our operations runs with precision and professionalism. Below are the core areas of responsibility:

• Administrative Excellence & Documentation Management
  • Provide comprehensive administrative support to the property management team, ensuring all operational tasks are executed with accuracy and efficiency.
  • Manage incoming and outgoing correspondence—including emails, letters, and courier services—while maintaining clear and organized communication channels.
  • Develop and maintain robust filing systems for both physical and digital property documentation, ensuring easy retrieval and compliance with data retention policies.
  • Prepare, format, proofread, and distribute documents, reports, and correspondence with meticulous attention to detail.
  • Coordinate meeting schedules, prepare detailed agendas, and record comprehensive meeting minutes to facilitate informed decision-making.
  • Oversee office supplies inventory and coordinate the procurement of stationery and materials to ensure operational continuity.
  • Maintain and update property management databases and tracking systems, guaranteeing real-time data accuracy and accessibility.
  • Support the preparation of presentations, reports, and management documentation, presenting information in a clear and professional manner.
  • Uphold the strictest confidentiality standards when handling sensitive resident and business information.
• Tenant Records & Lease Administration
  • Maintain meticulously organized and up-to-date tenant records, lease files, and supporting documentation to ensure compliance and transparency.
  • File executed lease agreements and all related documentation in a structured and accessible manner.
  • Update tenant information in the property management system, including lease renewals, amendments, and expiry tracking.
  • Process lease renewals and amendments, ensuring all documentation is accurately filed and resident communications are timely.
  • Coordinate the collection and filing of essential tenant documents, such as IDs, visas, and authorization letters, to facilitate smooth residency processes.
  • Oversee move-in and move-out checklists, as well as inspection records, to ensure compliance with compound standards.
  • File and manage Ejar and Shomoos registration certificates, including renewals, to maintain legal and operational compliance.
  • Update lease expiry trackers and renewal calendars to proactively manage resident transitions and minimize disruptions.
  • Maintain an up-to-date resident emergency contact database to enhance safety and responsiveness.
  • Archive closed tenant files systematically in accordance with retention schedules, ensuring long-term accessibility and compliance.
• Financial Administration Support
  • Process and file invoices, receipts, and payment documentation, ensuring all financial records are accurate and well-organized.
  • Maintain meticulous records of all financial transactions, including deposits, refunds, and rent billing schedules.
  • Coordinate the issuance of deposit receipts and manage refund documentation to ensure transparency and resident satisfaction.
  • Support the preparation of monthly rent billing schedules, ensuring accuracy and timely distribution.
  • File bank statements and reconciliation reports, contributing to robust financial oversight and audit readiness.
  • Maintain petty cash records and process reimbursement requests in accordance with company policies.
  • Track outstanding payments and update arrears documentation to facilitate timely collections and resident communications.
  • Support the preparation of monthly financial reports and tracking sheets, providing actionable insights for management.
  • Maintain vendor and supplier contract files, ensuring compliance and streamlined procurement processes.
  • Process expense claims and maintain supporting documentation to support financial accountability.
• Customer Service & Communication Support
  • Serve as the primary point of contact for resident inquiries, answering telephone calls and directing matters professionally and courteously.
  • Respond to general resident inquiries with precision, escalating complex issues to the appropriate team members for resolution.
  • Manage the reception area with professionalism, greeting visitors and ensuring a welcoming experience.
  • Coordinate the distribution of resident notices, circulars, and announcements, ensuring clear and timely communication.
  • Support the helpdesk ticketing system by entering data and updating statuses to maintain operational transparency.
  • Maintain resident communication logs and contact databases to facilitate personalized and efficient service.
  • Assist in resident event coordination, including registration and attendance tracking, to enhance community engagement.
  • Process amenity booking requests and maintain reservation calendars to optimize resource allocation.
  • Support mail and parcel management procedures, ensuring timely and accurate delivery to residents.
  • Distribute welcome kits and compound information materials to new residents, fostering a positive first impression.
• Reporting & Data Management
  • Assist in the preparation of monthly, quarterly, and annual reports, ensuring data accuracy and completeness.
  • Update operational dashboards and tracking spreadsheets to provide real-time insights into compound performance.
  • Compile data for KPI reporting and performance monitoring, supporting data-driven decision-making.
  • Maintain accurate records in the property management system, ensuring seamless integration across all operational functions.
  • Generate standard reports from property management and financial systems, presenting information in a clear and actionable format.
  • Support data entry for leasing, occupancy, and financial trackers, ensuring consistency and reliability.
  • Maintain document version control and filing protocols to prevent duplication and ensure accessibility.
  • Archive completed reports and documentation systematically to support long-term compliance and audit requirements.
  • Ensure data accuracy and integrity across all systems and records, minimizing errors and enhancing operational efficiency.
• Compliance & Record Keeping
  • Maintain visitor log books and contractor access records to ensure security and accountability.
  • File and organize all regulatory and compliance documentation, including permits, licenses, and audit records.
  • Support audit requirements by retrieving and organizing documents as needed, ensuring readiness for inspections.
  • Adhere to all local and international data protection regulations, safeguarding resident and compound information.

This role is an excellent opportunity for a detail-oriented professional to contribute to the seamless operation of a premier residential compound. If you are passionate about administrative excellence, tenant service, and operational efficiency, we invite you to apply and be part of our team.