Office Administrator & CRM Coordinator

Salary Range:

AED 4000 - 4500 per month

Employment Type:

Full Time

Work Timings:

Monday to Friday (9:00am to 6:00pm)

Saturday (10:00am to 3:00pm)

Job Location:

Control Tower, Motor City, Dubai - United Arab Emirates (UAE)

About Our Team:

https://apexcapitaldubai.com/about/our-team/

Job Summary:

The Office Administrator & CRM Coordinator plays a vital role in ensuring the smooth day-to-day operations of the office by managing reception duties, internal logistics, inventory, and CRM systems. This position serves as the first point of contact for visitors and callers, supports the leadership and sales team administratively, and maintains accurate records of office assets and communications. The role also oversees CRM data integrity, assists with lead management, and supports internal systems including cold calling tools and basic tech troubleshooting.

Daily Tasks:

• Reception Management: Greet visitors, clients, and guests with a warm and professional demeanor at the reception desk. Ensure the reception area remains tidy and well organized.
• Call Handling: Manage incoming calls by taking messages and directing them to the appropriate individuals or departments.
• Key Custodianship: Maintain a record of key issuance and returns, including office keys and company car keys.
• Logistics Management: Organize company car usage, coordinate meeting room bookings, and manage the schedules for the driver and photographer.
• Inventory and Maintenance Oversight: Manage office inventory, including office supplies, pantry items, printer toners, and assets. Purchase necessary supplies, submit invoices to finance, and liaise with suppliers for maintenance needs.
• CRM Management: Oversee CRM system maintenance, including user management, data entry, customization, and configuration. Monitor system performance and suggest enhancements.
• Lead Management: Ensure all portal leads are promptly entered into the CRM system. Report any technical issues to the Line Manager.
• Reporting: Compile and send a leads report to the Sales Director and Sales Coordinator every Monday. Issue regular reports and reminders for data clean-up to agents.
• Administrative Support: Provide comprehensive administrative assistance to the Directors and sales team, including managing correspondence, filing documents, and maintaining office systems and procedures.
• Serve as Focal Point for Info and Leads Mailboxes: Act as the central contact for the company mailboxes.

As Required Tasks:

• Communications: Send reminders and announcements via WhatsApp to the Apex Capital group and handle official correspondence, including drafting letters and memos.
• Cold Calling Software Coordination: Serve as the point of contact for DooCTI cold calling software, addressing concerns with the support team and assisting agents with queries.
• CRM User Support: Provide training, guidance, and support for CRM users, including onboarding, training sessions, and resolving user inquiries.
• Basic Technical Support: Offer basic technical assistance as needed to ensure smooth operational functionality.
• Developers and Agency Agreements: Assist the supervisor in coordinating with the developer for agency agreements, renewing existing contracts, and updating our agents on their portals.

Desired Candidate Profile

• Bachelor's degree (preferred)
• Minimum of two (2) years of experience in an administrative role.
• Proficient in Microsoft Word, Excel, PowerPoint, and Outlook.
• Knowledge of CRM Software.
• Fluent in English (both written and spoken).
• Ability to manage multiple tasks efficiently.
• Strong problem-solving abilities.

Preferred:

• Minimum of one (1) year of experience working in Real Estate in Dubai, UAE.
• Candidates with a valid UAE driving license (preferred).