Administrative Executive

Position details

Level: Entry level Department: Business support Reports to: Business support manager Works closely with: Finance, operations, onboarding, and client relations Location: HAVN office, Dubai Employment type: Full time

Position summary

The Admin Executive pays and records HAVN's property expenses, keeps utility and invoice records in order, and supports Finance and Onboarding with day-to-day administrative work. The role ensures utilities are paid on time for every unit so landlords and guests are not affected, and that Finance receives accurate, tagged records every month. Full training will be provided.

Key responsibilities

Utilities and expense payments

• Pay utility bills (DEWA, chiller, gas, and internet), DTCM fees, and vendor jobs, mainly using the property card, before the due date.
• Request card top-ups and utility funds with a list of bills due, including the unit, account number, and amount, for Finance review and CFO approval.
• Follow up on blocked cards, failed payments, and provider website issues until the bill is paid.

Corporate expense card tagging and invoice records

• Tag every property card payment to a unit, with the bill attached, on time.
• Keep all expense invoice records complete and easy to find.

Utility accounts and tracker

• Maintain the utility register for each unit, including DEWA, chiller, gas, and internet account numbers, and the name under which each account is held.
• Open, transfer, or close utility accounts during onboarding and offboarding, including cancelling DU services for exited units.
• Update the utility tracker with account numbers.

Support to Finance

• Send Finance the monthly per-unit expense list, taken from the card statement, by the SOA cut-off.
• Flag unusual bills, disconnection notices, and final bills for offboarded units early.
• Provide final bills for exited units for the last SOA.
• Coordinate with Finance on expense questions and missing documents.

Permits, insurance, and renewals

• Maintain the DET permit tracker, handle permit renewals for each unit, and share the tracker with Revenue.
• Handle trade licence, insurance, and software renewals, and review TPL and permits that are about to expire.
• Send invoices for payment and renewal dates for the prepaid tracker.

Admin records and support

• Keep the master database up to date and upload documents to it.
• Maintain the inventory of storage items and smart locks.
• Draft receipts for landlords when they pay the onboarding fee.
• Support the Admin and Onboarding teams with other tasks as needed.

How we measure success

• Utility bills are paid on time, with no disconnections caused by late payment.
• Every expense card payment is tagged to a unit.
• The monthly per-unit expense list is sent to Finance by the SOA cut-off.
• The utility register and tracker are kept current.

Training and support

The reporting manager will train the new Admin Executive on HAVN's utility, corporate expense card, and invoicing processes.

Working hours: AM shift, 8 am–5 pm, Monday–Saturday

Requirements

Required qualifications

• Proficient in English.

Preferred qualifications

• Bachelor's degree in any field.
• Experience with property administration tasks such as utility accounts, permit renewals, invoice tracking, and per-unit expense records.
• Experience in holiday homes is nice to have.