Administrative Executive

Job DescriptionPosition detailsJob title: Admin ExecutiveLevel: Entry level

Department: Business SupportReports to: Business Support ManagerWorks closely with: Finance, Operations, Onboarding, Client Relations

Location: HAVN office, DubaiEmployment type: Full timePosition SummaryThe Admin Executive pays and records HAVN's property expenses, keeps the utility and invoice records in order, and supports Finance and Onboarding with the day-to-day admin work behind them.

The role makes sure utilities are paid on time for every unit, so that landlords and guests are not affected, and that Finance receives accurate, tagged records every month. Full training will be provided.Key ResponsibilitiesUtilities and expense payments Pay utility bills (DEWA, chiller, gas and internet), DTCM fees and vendor jobs, mainly on the property card, before the due dateRequest card top-ups and utility funds with a list of bills due (unit, account number and amount), for Finance review and CFO approvalFollow up on blocked cards, failed payments and provider website issues until the bill is paidCorporate expense card tagging and invoice records Tag every property card payment to a unit, with the bill attached, on timeKeep records of all expense invoices complete and easy to findUtility accounts and tracker Keep the utility register per unit: DEWA, chiller, gas and internet account numbers, and whose name each account is underOpen, transfer or close utility accounts at onboarding and offboarding, including cancelling DUs on exited unitsUpdate the utility tracker with account numbersSupport to Finance Send the month's per-unit expense list, taken from the card statement, by the SOA cut-offFlag unusual bills, disconnection notices and final bills on offboarded units earlyProvide final bills of exited units for the last SOACoordinate with Finance on expense questions and missing documentsPermits, insurance and renewals Keep the DET permit tracker and handle permit renewals per unit, and share it with RevenueHandle trade license, insurance and software renewals, and review TPL and permits that are about to expireSend the invoices to pay and the renewal dates for the prepaid trackerAdmin records and support Keep the master database up to date and upload documents to itKeep the inventory of storage items and smart locksDraft receipts for landlords when they pay the onboarding feeSupport the Admin and Onboarding team with other tasks as neededHow We Measure SuccessUtility bills paid on time, with no disconnections caused by late paymentEvery expense card payment tagged to a unitMonthly per-unit expense list sent to Finance by the SOA cut-offUtility register and tracker kept currentTraining and supportThe reporting manager will train the new Admin Executive on HAVN's utility, corporate expense card and invoicing processes.Working Hours: AM Shift: 8am-5pm (Monday - Saturday)RequirementsRequired QualificationsProficient in EnglishPreferred QualificationsBachelor's degree in any fieldExperience with property admin tasks such as utility accounts, permit renewals, invoice tracking, and per-unit expense recordsExperience in holiday homes is nice to have