Administrative Coordinator

Job description / Role

We are seeking a motivated, detail-oriented Emirati National to join our team as Administrative Coordinator. This role is designed to nurture local talent, provide hands-on exposure to UAE’s real estate and asset management industry, and support our operations with efficiency, professionalism, and the continuous-improvement mindset that defines KAIZEN.

Key responsibilities

Administration & operations

• Coordinate daily office workflows, scheduling, and meeting logistics across departments
• Prepare, review, and organize documents, reports, correspondence, and presentations in both Arabic and English
• Maintain accurate digital and physical filing systems, ensuring easy retrieval and compliance with company standards
• Track and process incoming communications, inquiries, and internal requests, routing them appropriately and following up to ensure timely resolution
• Assist with onboarding, record-keeping, and internal coordination to support team efficiency

Stakeholder & community support

• Serve as a professional point of contact for internal teams, owners, residents, and government entities
• Support coordination with Owners’ Associations, community committees, and service providers — reflecting KAIZEN’s commitment to transparent, engaging community management
• Assist in preparing meeting agendas, taking minutes, and following up on action items
• Help coordinate community engagement, sustainability initiatives, and internal events

Data & process support

• Assist with data entry, basic reporting, and tracking of operational KPIs using company systems and dashboards
• Support the preparation of budgets, service charge notices, and compliance-related documentation
• Help streamline administrative processes — embracing the Kaizen mindset to suggest improvements, reduce waste, and increase efficiency
• Ensure strict confidentiality of financial, community, and stakeholder information

Emiratisation & national development

• Participate in structured learning and mentorship to build career-ready skills in real estate, asset management, and business administration
• Represent KAIZEN with pride and professionalism, contributing to our goal of building a workforce that reflects and serves the UAE community
• Stay updated on UAE laws, regulations, and initiatives relevant to our industry — including RERA, JOPS, and local governance standards

Requirements

• Must be an Emirati National (UAE Citizen)
• University qualification; relevant certification in business administration, secretarial practice, or real estate is a plus
• Fluency in Arabic and English (written & spoken) — essential
• Strong computer literacy: MS Office (Word, Excel, PowerPoint, Outlook) and general digital tools
• Excellent organizational skills, attention to detail, and ability to multitask
• Positive attitude, willingness to learn, and commitment to continuous improvement
• Good communication and interpersonal skills — able to interact respectfully with all levels of stakeholders
• Knowledge of UAE culture, government protocols, and local practices is highly valued