Administrative Assistant

About This 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. 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