Admin Executive (Real Estate)

Job Overview:

We are looking for a highly skilled Admin Executive for our Real Estate sister company. The ideal candidate will be responsible for front desk management, CRM and lead administration, property listing management, regulatory compliance, sales and rental documentation, reporting, and overall office coordination. This role requires excellent communication skills, strong attention to detail, the ability to multitask, and familiarity with Dubai real estate processes and property portals.

Key Responsibilities:

Reception & Office Administration

Manage incoming calls, emails, and client inquiries professionally.

Welcome and assist walk-in clients.

Monitor and return missed calls promptly.

Maintain the company key register and internal documentation.

Coordinate with team members on pending tasks and priorities.

Provide day-to-day administrative support to the sales and management teams.

CRM & Lead Management

Maintain and manage the Propspace CRM database.

Assign and distribute leads from Property Finder, Bayut, Dubizzle, phone calls, emails, WhatsApp, and referrals.

Monitor lead response times and follow up with agents on pending leads.

Update property records, including new listings and sold properties.

Property Listing Administration

Prepare Form A and Form I for property listings.

Upload, edit, and optimize property listings across Property Finder, Bayut, Dubizzle, and company platforms.

Monitor listing quality to maximize visibility and portal rankings.

Process rental transaction claims to maintain Super Agent status.

Reporting

Prepare and maintain Sales Availability Reports.

Prepare and maintain Rental Availability Reports.

Compliance & Regulatory

Manage Trakheesi permits and BRN/ORN usage.

Ensure all property listings comply with Dubai Land Department (DLD) regulations.

Coordinate company registrations with property developers.

Sales & Rental Administration

Prepare sales documentation, including Forms A, B, and F.

Assist with tenancy contracts and rental registrations.

Coordinate with Trustee Offices for property blocking and transfer bookings.

Support after-sales and rental documentation, ensuring accurate record keeping.

General & Operational Support

Assist clients during property viewings when required.

Purchase office supplies and maintain inventory.

Set up Propspace and email accounts for new employees.

Perform additional administrative and operational duties as assigned.

Qualifications & Skills:

Bachelor's degree or diploma in Business Administration or a related field.

Previous administrative experience in the UAE real estate industry is preferred.

Experience using Propspace CRM and Dubai property portals (Property Finder, Bayut, and Dubizzle).

Knowledge of Trakheesi, DLD procedures, and Dubai real estate documentation.

Strong organizational and multitasking abilities.

Excellent verbal and written communication skills in English.

Proficiency in Microsoft Office (Excel, Word, Outlook).

Customer-focused with strong attention to detail and problem-solving skills.