Administrative Assistant – Car Rental Coordination

About the role

Kayana is seeking a proactive Administrative Assistant to manage day‑to‑day administration for its car‑rental stream and support general office operations. You will work on‑site, handling bookings, documentation, invoicing, and basic sales outreach while collaborating with UK stakeholders across different time zones.

Key responsibilities

• Manage end‑to‑end rental administration: availability checks, quotations, bookings, extensions, returns, and closure.
• Liaise with suppliers and fleet partners on rates, availability, maintenance, and replacements.
• Raise invoices/receipts, track payments and deposits, and reconcile simple line items with Finance.
• Maintain trackers, ensure accurate data entry in CRM and records, and keep files organized.
• Email potential clients using approved templates, qualify interest, and hand off warm leads.
• Provide calendar and scheduling support, basic travel/hotel bookings, and courier coordination for the UK team.
• Prepare weekly reports on pipeline, bookings, collections, issues, and service‑level agreements.

Required profile

• 2–4+ years of experience in administration, coordination, or sales support (car rentals, automotive, hospitality, or logistics is a plus).
• Excellent written English with a professional email tone.
• Highly organized, detail‑oriented, and able to prioritize in a fast‑moving environment.
• Proactive communicator who can work with limited supervision and across time zones.
• Customer‑service mindset and problem‑solver who closes loops.
• Basic knowledge of UAE/RTA rental norms and a valid UAE driving licence.

Required skills

• Google Workspace (Gmail, Docs, Sheets)
• Basic CRM familiarity

What we offer

• Clear career growth path within a fast‑growing global company.
• Opportunity to shape compliance frameworks for an international business.
• Supportive and collaborative work environment.