Administrative Assistant
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Key skills for this role
About the Role
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.
Key Skills for This Role
Full Job Posting
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.
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
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