Coordinator

Role Overview

Coordinator at JLL, providing comprehensive administrative support for the property management operations of a premium residential compound in Riyadh.

Company Overview

JLL is a leading global provider of real estate and investment management services. The organization empowers employees to shape the future of real estate by combining world-class services, advisory and technology for clients.

Role Purpose

To maintain accurate records, coordinate communications, support day-to-day administrative tasks, and ensure smooth office operations for property management in a residential compound.

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 in physical and digital formats
• 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 including IDs, visas and 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 including printers, couriers and 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

Qualifications & Experience

• Minimum 3 years administrative experience, preferably in property management, real estate or hospitality in KSA
• High school diploma or equivalent required
• Administrative qualification or diploma preferred
• Proficiency in English
• Advanced computer skills including MS Office Suite (Word, Excel, Outlook, PowerPoint)
• Experience with property management systems or database management preferred

Skills & 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
• Professional telephone manner and customer service orientation
• Ability to manage multiple tasks and prioritize effectively

Additional Information

• Location: On-site in Riyadh, Saudi Arabia
• The candidate will perform all functions and responsibilities 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
• JLL is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities