Overview
Administrative Assistant Jobs in Dubai, United Arab Emirates at Kayana | Ordering & Payment Solutions
Title: Administrative Assistant
Company: Kayana | Ordering & Payment Solutions
Location: Dubai, United Arab Emirates
About Kayana
Kayana is one of the fastest-growing companies, empowering small and medium-sized businesses with cutting-edge technology to compete with larger enterprises in the ordering and payments space. As a disruptive force in the industry, we provide everything from essential point-of-sale systems to advanced solutions like self-service kiosks, enabling brands to scale and succeed.
Our mission is simple: to help businesses thrive through innovative technology. With operations across the USA, UK, Europe, Australia, and the Middle East, Kayana is proud to foster an inclusive and dynamic culture. Every employee is supported with a personalized development plan, offering clear and achievable career paths for long-term growth.
Important Work Arrangement Note
This role requires full-time, on-site work from Monday to Saturday (6 days a week). Candidates should be comfortable with a fully office-based setup, as remote or hybrid work is not available for this position.
About You
Own day-to-day administration and coordination for our car rental stream and general office needs. You’ll handle bookings, documentation, invoicing, customer emails, and basic sales outreach. This role suits someone goal-driven who needs minimal supervision, communicates clearly, and reliably supports stakeholders in a different time zone.
Key Responsibilities
Car Rentals – Admin & Coordination
- Manage end-to-end rental admin: availability checks, quotations, bookings, extensions, returns, and closure.
- Liaise with suppliers/fleet partners for rates, availability, maintenance, and replacements.
- Raise invoices/receipts, track payments & deposits, reconcile simple line items with Finance.
- Maintain trackers/Sheets, ensure accurate data entry in CRM/records, and keep files organized.
Outbound & Client Emails
- Email potential clients with approved templates; qualify interest and hand off warm leads.
- Follow up on quotes; log all activity in CRM/Sheets.
General Admin & UK Team Support
- Calendar/scheduling support, basic travel/hotel bookings, courier coordination.
- Prepare simple weekly reports (pipeline, bookings, collections, issues, SLAs).
What We’re Looking For
- 2–4+ years in administration, coordination, or sales support (car rentals/automotive/hospitality/logistics is a plus).
- Excellent English (clear email writing; professional tone).
- Strong Google Workspace (Gmail, Docs, Sheets) and basic CRM familiarity.
- Highly organized, detail-accurate, and able to prioritize in a fast-moving environment.
- Proactive communicator; comfortable working with limited supervision and with UK stakeholders.
- Customer-service mindset; problem solver who closes loops.
- Basic knowledge of UAE/RTA norms for rentals; UAE driving license.
Why Join Us?
At Kayana, you’ll be part of a fast-growing global company where your contributions will make a direct impact.
We offer:
- A clear path for career growth.
- The opportunity to set up and shape the compliance framework for a growing international business.
- A supportive and collaborative environment where your success is celebrated.
Starting salary at 5,000 AED per month
