Property Administrator

Role Overview:

The Property Administrator plays a vital role in supporting the Sales and Leasing teams by ensuring all property listings are accurately maintained and all deal documentation is efficiently processed. The role also supports operational excellence through effective coordination with internal departments, external portals, and regulatory systems such as Trakheesi and DLD.

Responsibilities

• Listings Management
• Review all listing documents to ensure accuracy prior to publishing.
• Edit and re-publish listings as necessary based on agent feedback or updates.
• Apply for permit numbers for each listing through the Trakheesi system and coordinate with agents to update expired documents.
• Manage portal listing usage including premium, featured, and refreshes.
• Submit listing documents for verification on real estate portals and re-verify listings that have expired or been rejected.
• Maintain and update the forecast sheet with daily listings and deals.
• Monitor listing quality scores on portals, ensuring scores remain above 80%.
• Liaise with portal technical support teams to resolve listing-related issues.
• Report fake or unavailable listings on portals when advised by agents.
• Transfer listings in the CRM as per agent or manager instructions.
• Notify agents in advance of contract expiries for timely renewal.

• Deals Administration
• Assist agents in the preparation and submission of DLD contracts, including Contracts A, B, F, and I, as well as tenancy contract amendments.
• Review deal documents for accuracy and create deals in the CRM system.
• Generate sales and rental completion forms for deal submissions.
• Generate Special Transaction Registration (STR) numbers for concluded transactions and new tenancy contracts.
• Ensure all completed sales and leasing deals are submitted promptly to the Finance department.
• Update the Pipeline report regularly to reflect deal progress.
• Generate and circulate market intelligence reports using tools such as Property Monitor and Broker Connector.

• Additional Responsibilities
• Provide front-desk support during receptionist absence, including:
• Booking photoshoots and video shoots
• Processing signboard and business card requests
• Arranging courier bookings and delivery tracking

Requirements:

• Previous experience in real estate administration is preferred.
• Strong understanding of real estate listing portals, CRM systems, and the Trakheesi platform.
• Attention to detail and high level of organisational skills.
• Ability to manage multiple tasks and deadlines efficiently.
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (especially Excel).