Coordinator

JLL empowers you to shape a brighter way.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

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 client’s 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

Location:

On-site – Riyadh, SAU

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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Jones Lang LaSalle (“JLL”) is an equal opportunity employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may request an accommodation through the appropriate channels provided during the application process.