Office Administrator

Real Estate Administrator – Job DescriptionPosition Title: Real Estate Administrator

Department: Administration / Operations

Location: UAE

Reports To: Managing Director / Office Manager

1. Position Overview

The Real Estate Administrator is responsible for ensuring the smooth day-to-day operations of the real estate office. This role supports sales agents, property managers, and company management by handling documentation, customer communication, listings management, scheduling, and coordination with government portals such as Ejari, Trakheesi, and municipality services. The administrator plays a key role in maintaining professionalism, accuracy, and organizational efficiency.

2. Key ResponsibilitiesA. Administrative & Office Management

• Manage daily office operations and ensure a professional working environment.
• Handle incoming calls, emails, and customer inquiries.
• Maintain office supplies, documents, and filing systems (digital & physical).
• Prepare contracts, forms, offers, tenancy agreements, and NDAs as needed.

B. Real Estate Documentation & Compliance

• Process all required real estate documents, including:
• Tenancy contracts
• Sales & purchase agreements
• MOU forms
• Ejari registration & cancellation
• Trakheesi permits
• Dubai REST / Sharjah / Ajman Municipality portals
• Ensure accuracy and compliance with UAE real estate laws and regulations.
• Coordinate with developers, DLD, landlords, tenants, and utility providers.

C. Listings & Marketing Support

• Create and update property listings on online portals: Property Finder, Dubizzle, Bayut, etc.
• Upload high-quality photos, videos, descriptions, and property details.
• Monitor listing performance and ensure expired or inaccurate listings are updated.
• Assist the marketing team in preparing brochures, ads, and social media content.

D. Financial & Payment Coordination

• Prepare invoices, receipts, commission forms, and payment schedules.
• Track rental and sales payments, deposits, and outstanding dues.
• Maintain petty cash and coordinate with accounting.
• Support agents with commission documentation and approvals.

E. Client Relations & Support

• Assist landlords, tenants, and buyers with inquiries and follow-ups.
• Schedule property viewings for agents and maintain viewing calendars.
• Resolve administrative issues professionally and promptly.

F. Agent & Team Support

• Maintain agents' records, RERA documents, and compliance files.
• Assist in onboarding new agents with required documentation.
• Track performance reports and help management with KPI summaries.

3. Required Skills & QualificationsEducation & Experience

• Bachelor's degree in Business Administration or related field (preferred).
• 1–3 years administrative experience; real estate experience is a plus.

Skills

• Strong communication and interpersonal skills (English essential; Arabic an advantage).
• Proficiency in MS Office, CRM systems, and real estate portals.
• Excellent organization and time-management skills.
• Ability to multitask and work under pressure.
• Professional presentation and customer-service orientation.

4. Personal Attributes

• Detail-oriented with strong accuracy in documentation.
• Reliable, trustworthy, and committed to confidentiality.
• Positive attitude and team-player mentality.
• Problem-solver with strong follow-up skills.

5. Working Conditions

• Full-time position based in the UAE.
• Office-based role with occasional field coordination tasks.
• May require availability during peak hours, weekends, or holidays depending on business needs.

6. Salary & Benefits (Optional to include)

• Competitive salary based on experience.
• Commission or bonus structure (if applicable).
• Visa, medical insurance, and annual leave as per UAE law.

Job Type: Full-time