Administration Specialist

Knight Frank Group; Dubai; On-site; AED 72,540 - 111,600; Full time

Job summary

Knight Frank LLP is seeking an Administration Specialist to support its Hospitality team in Dubai, UAE. The role involves bid preparation, research on clients and market trends, and ensuring compliance with standards and regulations. You will arrange travel, organize records, and draft documents for meetings.

The ideal candidate brings 5+ years in administration, superb organizational skills, and fluency in English. Proactive, detail-oriented teamwork will be essential in this fast-paced setting.

Qualifications

• Minimum of 5 years proven experience as an Administrative Assistant, Secretary, or similar role.
• Excellent interpersonal and communications skills.
• Professional, pleasant and confident manner in making and receiving phone calls.
• Strong organizational and problem-solving abilities.
• Ability to take initiative and work proactively.
• Ability to maintain filing systems and handle confidential information.
• Fluency in English, written and verbal.

Responsibilities

• Prepare and manage bids, ensuring documents are collected, reviewed and presented in a timely, professional manner.
• Conduct research on potential clients, competitors, and market trends to create competitive bid proposals.
• Ensure bids adhere to client requirements, company standards, and regulatory guidelines.
• Assist with evaluating feedback from clients and track bid status for reports and improvements.
• Make travel arrangements for team members (flights, cars, hotels).
• Organize and maintain documents, records and files in paper and electronic formats.
• Prepare drafts for letters, reports, agendas, and papers for meetings.
• Input and update information in databases and spreadsheets; assist in data entry and reporting.
• Assist in drafting and collating pitching material and MS Office-based tasks.

Skills

Administrative experience

Interpersonal communication

Attention to detail

Microsoft Office

Tools

Microsoft Office

Job description

Dubai, United Arab Emirates | Posted on 07/03/2026

We are currently seekinga detail-oriented and organizedAdministration Specialistto provide comprehensive support to our Hospitality team.Youwill play a key role in ensuring smooth day-to-day operations by handling various administrative tasks and supporting our staff members.

• Prepareandmanagebids, ensuring all necessary documents are collected, reviewed, and presented in a timely and professional manner. This includes gathering data, specifications and supporting materials.
  
• Conduct research on potential clients, competitors, and market trends is to create competitive and relevant bid proposals that reflect the company's strategic approach and value proposition.
  
• Ensurethat all bids adhere to client requirements, company standards, and regulatory guidelines, reviewing all documents for accuracy, completeness, and consistency prior to submission.
  
• Assist with evaluating feedback from clients, tracking the status of bids, and preparing reports on bid outcomes to improve future bidding strategies and identifies areas for improvement.
  
• Make travel arrangements forteam memberssuch as booking flights, cars, and hotel reservations.
  
• Organize and maintain documents, records, and files(including emails, reports, letters, schedules, forms and tender documents)in paper and/or electronic format, ensuring accuracy and easy retrieval.Ensure all documents have a file path for reference.
  
• Prepareand draft letters,reports, agendas, and papers for meetings.
  
• Inputs and updates information in databases and spreadsheets.
  
• Assist in data entry, generatingreports, and compilinginformation as required by the team.
  
• Assist in drafting and collating pitching material.
  
• Support team members with MS Word, PowerPoint and Excel based tasks.
  
• Ensure reportsand outputsare in line with formatting standards.
  
• Maintain office efficiency by organizing and implementing administrative systems, procedures, and policies.
  
• Control and maintenance ofteamdiaries, making appointments and arrangements for all meetings and inspections with clients, developers, agents, owners and colleagues.
  
• Prepareprecisetargetede-marketing emails.
  
• Liaise with internal and external accounts departments as required for raising of invoices, travel and expense reportingand other items. Ensure files adhere to audit regulations.
  
• Arrange and execute post and courier services.
  
• Answer phone calls, respond to emails, and handle correspondence on behalf of the team.
  
• Handle computer/database (KF Database, Contacts Register, Hub).
  
• Maintain correct contact information on People Search for the department.
  

Requirements

• Minimum of5years proven experience as an Administrative Assistant, Secretary, or similar role, with a minimum of 2 years involvement in bids and proposals
  
• Excellent interpersonal and communications skills.
  
• Professional, pleasant and confident manner in making and receiving phone calls .
  
• Strong organizational and problem-solving abilities.
  
• Ability to take initiative and work proactively.
  
• Ability to work through periods of high workload.
  
• Ability to maintain and improve filing systems.
  
• Attention to detail and a high level of accuracy.
  
• Ability to maintain confidentiality and handle sensitive information.
  
• Strong team player with the ability to build relationships.
  
• Flexibility, adaptability, and a co-operative attitude.
  
• Understanding of regional business culture and regulations.
  
• Software: Microsoft Office programs (Excel, PowerPoint, Outlook and Excel ) to an advanced level including mail merge.
  
• Language skills: Fluency in English, written and verbal.
  

About Company

Knight Frank LLP is the leading independent global property consultancy. Headquartered in London, the Knight Frank network has 740+ offices across 50+ territories and more than 27,000 people. The Group advises clients ranging from individual owners and buyers to major developers, investors, and corporate tenants. For further information about the Firm, please visit www.knightfrank.com.In the MENA region, we have strategically positioned offices in key countries such as the United Arab Emirates, Saudi Arabia, Bahrain, Qatar, and Egypt. For almost 2 decades, we have been offering integrated residential and commercial real estate services, including transactional support, consultancy, and management.Understanding the unique intricacies of local markets is at the core of what we do, we blend this understanding with our global resources to provide you with tailored solutions that meet your specific needs. At Knight Frank, excellence, innovation, and a genuine focus on our clients drive everything we do. We are not just consultants; we are trusted partners in property ready to support you on your real estate journey, no matter the scale of your endeavour.