Office Administrator/Receptionist

Job Summary

The Real Estate Administrator is responsible for overseeing and coordinating all administrative, operational, and compliance functions within the real estate department. This role ensures that property records, tenancy contracts, listings, financial documentation, and regulatory filings are accurate, up to date, and efficiently managed. The Master Administrator serves as the central point of coordination between agents, landlords, tenants, and management to support seamless business operations.

Key Responsibilities

1. Administrative & Operational Management

• Maintain and organize all real estate documentation, including title deeds, tenancy contracts, Ejari registrations, and property management agreements.
• Prepare and process lease agreements, renewal notices, and termination letters.
• Track key contract dates (renewals, expirations, rent payments, etc.) and ensure timely actions.
• Support the onboarding and offboarding of properties (new listings, handovers, inventory checks, etc.).
• Handle document control and digital filing in compliance with company policies.

2. Property & Portfolio Coordination

• Maintain the master property database with accurate unit details, status, pricing, and ownership records.
• Coordinate with property managers, brokers, and clients for viewings, maintenance requests, and move-ins/outs.
• Assist in the preparation of property listings, brochures, and marketing material in coordination with the marketing team.
• Monitor service charges, maintenance contracts, and facility management activities where applicable.

3. Financial & Compliance Support

• Coordinate rent collection, security deposits, and utility payments with the finance team.
• Verify invoices, issue receipts, and assist in reconciling accounts related to property transactions.
• Ensure compliance with Dubai Land Department (DLD), RERA, and other relevant authorities.
• Handle Ejari registration and renewal through official portals.

4. Reporting & Data Management

• Generate regular reports on occupancy, lease renewals, rent collections, and property performance.
• Maintain dashboards and trackers to support management decision-making.
• Support the audit process by ensuring documentation accuracy and availability.

5. Team Support & Coordination

• Provide administrative support to agents and property consultants, ensuring all listings meet internal quality standards.
• Liaise with legal advisors or external consultants when required.
• Support management with ad hoc real estate projects, portfolio updates, and client reporting.

Qualifications & Skills

• Minimum 2 years of experience in real estate administration, property management, or brokerage support.
• Strong knowledge of DLD, RERA, and Ejari systems (especially in UAE real estate context).
• Proficiency in MS Office Suite, CRM systems, and property management software (e.g., PropSpace, Masterkey).
• Excellent organizational and multitasking skills with high attention to detail.
• Strong communication and interpersonal skills.
• Fluency in English (Arabic or additional languages are an advantage).

Core Competencies

• Administrative accuracy and data management
• Confidentiality and discretion
• Time management and task prioritization
• Problem-solving and proactive coordination
• Team collaboration and professional communication

Job Type: Full-time

Pay: AED3,000.00 - AED4,000.00 per month

Experience:

• Real estate administrative: 2 years (Required)