Coordinator

JLL supports the Whole You, personally and professionally. Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally. **Position Overview:** We are seeking a highly organized and professional Administrator to provide comprehensive administrative support for the property management operations of a premium residential compound in Riyadh. The successful candidate will be responsible for maintaining accurate records, coordinating communications, supporting day\-to\-day administrative tasks, and ensuring smooth office operations. **Key Responsibilities:** Administrative Support \& Documentation Provide general administrative support to the property management team Manage incoming and outgoing correspondence including emails, letters and courier services Maintain organized filing systems for all property documentation (physical and digital) Prepare, format and proofread documents, reports and correspondence Coordinate meeting schedules, prepare agendas and record meeting minutes Manage office supplies inventory and coordinate procurement of stationery and materials Maintain and update property management databases and tracking systems Process and file documents in accordance with data retention policies Support preparation of presentations, reports and management documentation Maintain confidentiality of sensitive resident and business information at all times Tenant Records \& Lease Administration Maintain accurate and up\-to\-date tenant records and lease files File executed lease agreements and supporting documentation Update tenant information in property management system Process lease renewals and amendment documentation Coordinate collection and filing of tenant documents (IDs, visas, authorization letters) Maintain move\-in and move\-out checklists and inspection records File Ejar and Shomoos registration certificates and renewal documentation Update lease expiry trackers and renewal calendars Maintain resident emergency contact information database Archive closed tenant files in accordance with retention schedules Financial Administration Support Process and file invoices, receipts and payment documentation Maintain organized records of all financial transactions Coordinate deposit receipt issuance and refund documentation Support preparation of monthly rent billing schedules File bank statements and reconciliation reports Maintain petty cash records and process reimbursement requests Track outstanding payments and update arrears documentation Support preparation of monthly financial reports and tracking sheets Maintain vendor and supplier contract files Process expense claims and maintain supporting documentation Customer Service \& Communication Support Answer and direct telephone calls professionally and courteously Respond to general resident inquiries and direct complex matters appropriately Manage reception area and greet visitors in a professional manner Coordinate distribution of resident notices, circulars and announcements Support helpdesk ticketing system with data entry and status updates Maintain resident communication logs and contact databases Assist with resident event coordination including registration and attendance tracking Process amenity booking requests and maintain reservation calendars Support mail and parcel management procedures Distribute welcome kits and compound information materials to new residents Reporting \& Data Management Assist with preparation of monthly, quarterly and annual reports Update operational dashboards and tracking spreadsheets Compile data for KPI reporting and performance monitoring Maintain accurate records in property management system Generate standard reports from property management and financial systems Support data entry for leasing, occupancy and financial trackers Maintain document version control and filing protocols Archive completed reports and documentation systematically Support audit requirements with document retrieval and organization Ensure data accuracy and integrity across all systems and records Compliance \& Record Keeping Maintain visitor log books and contractor access records File regulatory compliance certificates and inspection reports Support PDPL compliance with proper document handling and storage Maintain insurance certificates and policy documentation Coordinate document submissions to regulatory authorities as required Ensure all required resident acknowledgements and consents are filed Maintain incident reports and health and safety documentation Support Business Continuity Plan documentation and updates Coordinate document retention and secure disposal schedules Maintain compliance checklists and tracking registers General Office Coordination Coordinate building access cards and key management Maintain office equipment and coordinate repairs and servicing Support staff coordination including leave schedules and attendance records Coordinate translation requirements for documents and communications Manage office vendor relationships (printers, couriers, suppliers) Support team communications and internal announcements Coordinate logistics for site visits, meetings and inspections Maintain office calendar and booking of meeting rooms Support onboarding of new team members with documentation and orientation Perform other administrative duties as assigned by Property Manager The candidate will perform all functions and responsibilities which may not be expressly mentioned in the Clients contract, but that are necessary for the proper performance of services and the conducting of activities for the effective and efficient management of the property in accordance with good industry protocols and any applicable best international standards and codes of practice. Required Qualifications \& Experience Minimum 3 years administrative experience, preferably in property management, real estate or hospitality in KSA Strong organizational skills with excellent attention to detail Proficiency in English Advanced computer skills including MS Office Suite (Word, Excel, Outlook, PowerPoint) Experience with property management systems or database management preferred Professional telephone manner and customer service orientation Ability to manage multiple tasks and prioritize effectively High school diploma or equivalent required; administrative qualification or diploma preferred Key Competencies Highly organized with systematic approach to record\-keeping and filing Strong written and verbal communication skills Professional and courteous demeanor with residents and colleagues Detail\-oriented with high level of accuracy in data entry and documentation Ability to maintain confidentiality and handle sensitive information appropriately Proactive with ability to anticipate needs and take initiative Team player with positive, can\-do attitude Flexible and adaptable to changing priorities and workload Tech\-savvy with ability to learn new systems and software quickly Cultural awareness and sensitivity in a diverse, multicultural environment If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table! Personalized benefits that support personal well\-being and growth: JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. About JLL – We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities. Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally. Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.