Administrative Executive

Job Description

Position details

• Job title: Admin Executive
• Level: Entry level
• Department: Business Support
• Reports to: Business Support Manager
• Works closely with: Finance, Operations, Onboarding, Client Relations
• Location: HAVN office, Dubai
• Employment type: Full time

Position summary

The 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 responsibilities

1. Utilities and expense payments
• Pay utility bills (DEWA, chiller, gas and internet), DTCM fees and vendor jobs, mainly on the property card, before the due date
• Request card top-ups and utility funds with a list of bills due (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
2. Corporate expense card tagging and invoice records
• Tag every property card payment to a unit, with the bill attached, on time
• Keep records of all expense invoices complete and easy to find
3. Utility accounts and tracker
• Keep the utility register per unit: DEWA, chiller, gas and internet account numbers, and whose name each account is under
• Open, transfer or close utility accounts at onboarding and offboarding, including cancelling DUs on exited units
• Update the utility tracker with account numbers
4. Support to Finance
• Send the month's per-unit expense list, taken from the card statement, by the SOA cut-off
• Flag unusual bills, disconnection notices and final bills on offboarded units early
• Provide final bills of exited units for the last SOA
• Coordinate with Finance on expense questions and missing documents
5. Permits, insurance and renewals
• Keep the DET permit tracker and handle permit renewals per unit, and share it with Revenue
• Handle trade license, insurance and software renewals, and review TPL and permits that are about to expire
• Send the invoices to pay and the renewal dates for the prepaid tracker
6. Admin records and support
• Keep the master database up to date and upload documents to it
• Keep the inventory of storage items and smart locks
• Draft receipts for landlords when they pay the onboarding fee
• Support the Admin and Onboarding team with other tasks as needed

How we measure success

• Utility bills paid on time, with no disconnections caused by late payment
• Every expense card payment tagged to a unit
• Monthly per-unit expense list sent to Finance by the SOA cut-off
• Utility register and tracker 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: 8am–5pm (Monday - Saturday)