About the job

JOB DESCRIPTIONProperty Coordinator / HR AdministratorCompany: Bespoke Residences & Holiday HomesDepartment: Operations / Human ResourcesLocation: Dubai, UAEReports To: General ManagerFunctional Reporting: Regional Human Resources

JOB PURPOSEThe Property Coordinator / HR Administrator is a dual-function role responsible for providing effective administrative and coordination support across both property operations and Human Resources within Bespoke Residences & Holiday Homes.

The role serves as a key administrative link between management, employees, homeowners, guests, service providers and the Regional HR team, ensuring that property-related documentation, operational coordination and employee administration are handled accurately, professionally and in a timely manner.

The position requires a highly organized and detail-oriented individual who can manage confidential information, maintain accurate records, coordinate multiple priorities and provide reliable administrative support to the business.

KEY RESPONSIBILITIES1. Property & Operations CoordinationProvide day-to-day administrative and coordination support to the General Manager and property operations team.
Maintain accurate and up-to-date records relating to managed properties, units, homeowners and operational documentation.
Coordinate documentation and correspondence with homeowners, tenants, guests, contractors and service providers as required.
Assist in preparing, processing and maintaining property-related agreements, forms, approvals and supporting documents.
Ensure all documents requiring homeowner or management authorization are properly completed, approved and filed in accordance with company procedures.
Coordinate property access, inspections, maintenance requirements, handovers and other operational activities with the relevant teams.
Follow up with internal departments and external service providers regarding pending operational matters and ensure timely closure.
Maintain trackers for property-related activities, documentation, renewals, maintenance and other operational requirements.
Support the preparation of reports, presentations, correspondence and other administrative documents for management.
Assist with procurement requests, quotations, purchase documentation and coordination with suppliers where required.
Maintain organized electronic and physical filing systems and ensure documents can be easily retrieved when required.
Handle sensitive homeowner, guest and business information with a high degree of confidentiality.
Support operational projects and other business requirements as assigned by the General Manager.

2. Human Resources AdministrationAct as the primary HR administrative coordinator for Bespoke Residences & Holiday Homes, working closely with Regional Human Resources.
Maintain accurate and complete employee personnel files, ensuring all required employment documentation is properly filed and updated.
Coordinate new joiner documentation and onboarding requirements, including employee information, contracts, policies, induction and required supporting documents.
Coordinate with Regional HR and the PRO regarding employment visas, Emirates IDs, medical examinations, work permits, renewals and cancellations.
Maintain and monitor employee records including passport, visa, Emirates ID and other document expiry dates and initiate renewals in a timely manner.
Support employee offboarding processes, including resignation/termination documentation, clearance, cancellation requirements and exit documentation.
Maintain employee attendance, leave and absence records and coordinate monthly information required for payroll processing.
Prepare and submit accurate payroll inputs, employee changes, deductions, additions and other relevant information within established deadlines.
Assist employees with routine HR-related queries and escalate matters to Regional HR when appropriate.
Prepare standard HR correspondence including employment letters, confirmations, certificates and other documentation based on approved templates and processes.
Coordinate employee medical insurance enrolments, deletions and amendments with Regional HR.
Maintain updated employee databases, organization charts, headcount information and HR trackers.
Assist in coordinating probation reviews, performance reviews and other employee lifecycle activities.
Support the administration of annual leave, public holidays, attendance and employee records in accordance with company policies and applicable UAE requirements.
Coordinate training sessions, employee engagement activities, recognition initiatives and other HR programs as required.
Support Regional HR with HR audits by ensuring employee files, records and supporting documentation are complete and compliant.
Assist with the implementation and communication of UHM HR policies, procedures and employee initiatives.
Maintain strict confidentiality of employee information, compensation details, disciplinary matters and other sensitive HR records.

3. Recruitment & Onboarding SupportCoordinate recruitment administration for approved vacancies in collaboration with Regional HR and hiring managers.
Assist with scheduling interviews, communicating with candidates and maintaining recruitment documentation.
Collect pre-employment documents and ensure all required information is complete prior to onboarding.
Coordinate joining arrangements and ensure new employees receive the necessary information and documentation before their start date.
Prepare onboarding schedules and coordinate orientation with the relevant departments.
Ensure all new joiner documentation is completed, acknowledged and properly filed.

4. Employee Relations & HR CoordinationServe as an accessible first point of contact for employees regarding general HR administrative matters.
Ensure employee concerns or sensitive matters are referred promptly and confidentially to the General Manager and/or Regional HR as appropriate.
Support the administration and documentation of employee meetings, investigations and disciplinary processes when requested by Regional HR or management.
Ensure that HR processes and documentation are consistently applied in accordance with UHM policies and procedures.
Promote professional conduct, confidentiality, integrity and a positive working environment.

5. Reporting & ComplianceMaintain accurate HR and operational trackers and provide periodic reports to management and Regional HR.
Support monthly HR reporting, including headcount, turnover, vacancies, leave balances, training and other relevant KPIs.
Monitor outstanding documentation and proactively follow up to ensure records remain complete and current.
Ensure documentation is handled in accordance with company policies, confidentiality requirements and applicable UAE legislation.
Support internal and external audits by preparing and providing requested records and documentation.
Immediately escalate any identified discrepancy, unauthorized transaction, documentation concern or compliance issue to the appropriate manager.

GENERAL RESPONSIBILITIESMaintain the highest standards of integrity, confidentiality and accuracy when handling company, homeowner, guest and employee information.
Ensure that documents, records, approvals and signatures are handled only through authorized company processes.
Maintain professional communication with employees, homeowners, guests, suppliers and other stakeholders.
Prioritize workload effectively and meet established deadlines.
Work collaboratively with Operations, Finance, Regional HR and other UHM corporate functions.
Comply with all UHM policies, procedures and standards.
Carry out any other reasonable duties related to the role as assigned by the General Manager or Regional Human Resources.

QUALIFICATIONS & EXPERIENCEDiploma or bachelor’s degree in human resources, Business Administration, Hospitality Management, Real Estate or a related field is preferred.
Previous experience in an administrative, property coordination, HR administration or similar support role.
Experience within residential property management, holiday homes, hospitality or real estate would be an advantage.
Working knowledge of general HR administration and employee lifecycle processes.
Familiarity with UAE employment and visa administration processes is an advantage.
Strong working knowledge of Microsoft Office, particularly Excel, Word, Outlook and PowerPoint.
Experience working with HR systems, property management systems or document management systems would be beneficial.

KEY COMPETENCIESStrong administrative and organizational skills
High attention to detail and accuracy
Integrity and confidentiality
Effective communication and interpersonal skills
Ability to manage multiple priorities and deadlines
Strong documentation and record-keeping skills
Customer and employee service orientation
Problem-solving and follow-up skills
Ability to work independently while collaborating effectively with different departments
Professional judgment and ability to appropriately escalate sensitive matters
Adaptability and willingness to support both operational and HR requirements

Responsibilities

About the job

KEY RESPONSIBILITIES1. Property & Operations CoordinationProvide day-to-day administrative and coordination support to the General Manager and property operations team.
Maintain accurate and up-to-date records relating to managed properties, units, homeowners and operational documentation.
Coordinate documentation and correspondence with homeowners, tenants, guests, contractors and service providers as required.
Assist in preparing, processing and maintaining property-related agreements, forms, approvals and supporting documents.
Ensure all documents requiring homeowner or management authorization are properly completed, approved and filed in accordance with company procedures.
Coordinate property access, inspections, maintenance requirements, handovers and other operational activities with the relevant teams.
Follow up with internal departments and external service providers regarding pending operational matters and ensure timely closure.
Maintain trackers for property-related activities, documentation, renewals, maintenance and other operational requirements.
Support the preparation of reports, presentations, correspondence and other administrative documents for management.
Assist with procurement requests, quotations, purchase documentation and coordination with suppliers where required.
Maintain organized electronic and physical filing systems and ensure documents can be easily retrieved when required.
Handle sensitive homeowner, guest and business information with a high degree of confidentiality.
Support operational projects and other business requirements as assigned by the General Manager.

2. Human Resources AdministrationAct as the primary HR administrative coordinator for Bespoke Residences & Holiday Homes, working closely with Regional Human Resources.
Maintain accurate and complete employee personnel files, ensuring all required employment documentation is properly filed and updated.
Coordinate new joiner documentation and onboarding requirements, including employee information, contracts, policies, induction and required supporting documents.
Coordinate with Regional HR and the PRO regarding employment visas, Emirates IDs, medical examinations, work permits, renewals and cancellations.
Maintain and monitor employee records including passport, visa, Emirates ID and other document expiry dates and initiate renewals in a timely manner.
Support employee offboarding processes, including resignation/termination documentation, clearance, cancellation requirements and exit documentation.
Maintain employee attendance, leave and absence records and coordinate monthly information required for payroll processing.
Prepare and submit accurate payroll inputs, employee changes, deductions, additions and other relevant information within established deadlines.
Assist employees with routine HR-related queries and escalate matters to Regional HR when appropriate.
Prepare standard HR correspondence including employment letters, confirmations, certificates and other documentation based on approved templates and processes.
Coordinate employee medical insurance enrolments, deletions and amendments with Regional HR.
Maintain updated employee databases, organization charts, headcount information and HR trackers.
Assist in coordinating probation reviews, performance reviews and other employee lifecycle activities.
Support the administration of annual leave, public holidays, attendance and employee records in accordance with company policies and applicable UAE requirements.
Coordinate training sessions, employee engagement activities, recognition initiatives and other HR programs as required.
Support Regional HR with HR audits by ensuring employee files, records and supporting documentation are complete and compliant.
Assist with the implementation and communication of UHM HR policies, procedures and employee initiatives.
Maintain strict confidentiality of employee information, compensation details, disciplinary matters and other sensitive HR records.

3. Recruitment & Onboarding SupportCoordinate recruitment administration for approved vacancies in collaboration with Regional HR and hiring managers.
Assist with scheduling interviews, communicating with candidates and maintaining recruitment documentation.
Collect pre-employment documents and ensure all required information is complete prior to onboarding.
Coordinate joining arrangements and ensure new employees receive the necessary information and documentation before their start date.
Prepare onboarding schedules and coordinate orientation with the relevant departments.
Ensure all new joiner documentation is completed, acknowledged and properly filed.

4. Employee Relations & HR CoordinationServe as an accessible first point of contact for employees regarding general HR administrative matters.
Ensure employee concerns or sensitive matters are referred promptly and confidentially to the General Manager and/or Regional HR as appropriate.
Support the administration and documentation of employee meetings, investigations and disciplinary processes when requested by Regional HR or management.
Ensure that HR processes and documentation are consistently applied in accordance with UHM policies and procedures.
Promote professional conduct, confidentiality, integrity and a positive working environment.

5. Reporting & ComplianceMaintain accurate HR and operational trackers and provide periodic reports to management and Regional HR.
Support monthly HR reporting, including headcount, turnover, vacancies, leave balances, training and other relevant KPIs.
Monitor outstanding documentation and proactively follow up to ensure records remain complete and current.
Ensure documentation is handled in accordance with company policies, confidentiality requirements and applicable UAE legislation.
Support internal and external audits by preparing and providing requested records and documentation.
Immediately escalate any identified discrepancy, unauthorized transaction, documentation concern or compliance issue to the appropriate manager.

GENERAL RESPONSIBILITIESMaintain the highest standards of integrity, confidentiality and accuracy when handling company, homeowner, guest and employee information.
Ensure that documents, records, approvals and signatures are handled only through authorized company processes.
Maintain professional communication with employees, homeowners, guests, suppliers and other stakeholders.
Prioritize workload effectively and meet established deadlines.
Work collaboratively with Operations, Finance, Regional HR and other UHM corporate functions.
Comply with all UHM policies, procedures and standards.
Carry out any other reasonable duties related to the role as assigned by the General Manager or Regional Human Resources.

QUALIFICATIONS & EXPERIENCEDiploma or bachelor’s degree in human resources, Business Administration, Hospitality Management, Real Estate or a related field is preferred.
Previous experience in an administrative, property coordination, HR administration or similar support role.
Experience within residential property management, holiday homes, hospitality or real estate would be an advantage.
Working knowledge of general HR administration and employee lifecycle processes.
Familiarity with UAE employment and visa administration processes is an advantage.
Strong working knowledge of Microsoft Office, particularly Excel, Word, Outlook and PowerPoint.
Experience working with HR systems, property management systems or document management systems would be beneficial.

KEY COMPETENCIESStrong administrative and organizational skills
High attention to detail and accuracy
Integrity and confidentiality
Effective communication and interpersonal skills
Ability to manage multiple priorities and deadlines
Strong documentation and record-keeping skills
Customer and employee service orientation
Problem-solving and follow-up skills
Ability to work independently while collaborating effectively with different departments
Professional judgment and ability to appropriately escalate sensitive matters
Adaptability and willingness to support both operational and HR requirements