Real Estate Administrator

Job Title — Real Estate Administrator (End-to-End Transactions)

Location: Onsite
Department: Operations
Reports to: Head of Operations
Employment Type: Full-time

Role overview

We are hiring an experienced Real Estate Administrator who is expert in managing end-to-end real-estate transactions (off-plan, resale, residential & commercial). You will be the operational backbone for deal execution — handling documentation, compliance, stakeholder coordination (clients, lawyers, developers, escrow/Trust accounts), and closing. This role requires high attention to detail, excellent stakeholder management and proven experience moving deals smoothly from LOI/booking to handover and handoff to post-sales teams.

Key responsibilities

• Manage full transaction lifecycle for assigned deals: reservation/booking → contract preparation (SPA/MOU) → deposits → escrow / trust coordination → title transfer / registration → handover.
• Prepare, review and verify all transaction documents (purchase agreements, addendums, assignment forms, POAs, invoicing) ensuring accuracy and completeness.
• Coordinate with clients, sales agents, developers, legal counsels, banks, escrow agents and government authorities (e.g., DLD/RERA where applicable) to obtain approvals, NOCs and signoffs.
• Track payment schedules, follow up on client payments, issue receipts & manage refund/forfeiture cases per contract terms.
• Maintain transaction trackers / pipelines and update CRM daily with status, next steps and risks.
• Ensure compliance with local regulations, AML/KYC procedures and client due-diligence requirements.
• Manage handover to Customer Success/Property Management after closing: provide handover pack, contact details, warranties and handover checklist.
• Resolve operational issues and disputes (documentation mismatches, delay claims) in liaison with legal and commercial leads.
• Prepare periodic reports for management: pipeline health, closing forecasts, aging of deposits, exception reports.
• Continuously improve transaction workflows, templates, checklists and SOPs to reduce cycle time and error rate.
• Support audits and document requests from auditors, finance and regulators.

Required qualifications & experience

• 3–6+ years hands-on experience managing real-estate transactions end-to-end (off-plan and resale).
• Practical knowledge of local property registration & transaction processes (experience with Dubai/UAE DLD & RERA processes preferred).
• Proven experience coordinating with developers, escrow providers, banks and legal counsel.
• Strong documentation skills — contract review, attention to detail and ability to spot discrepancies.
• Proficient with CRM systems (Salesforce/HubSpot/Zoho or industry CRM), MS Excel (pivot tables, VLOOKUP/XLOOKUP) and MS Office.
• Professional qualification in Business / Finance / Real Estate or equivalent practical experience.
• Excellent written & verbal English; additional languages (Arabic, Russian) are a plus for targeted markets.
• Ability to work onsite and occasionally travel to developers/offices as needed.

Core skills & attributes

• Exceptional organisational and time-management skills; ability to manage multiple transactions concurrently.
• High integrity, confidentiality and compliance mindset.
• Strong stakeholder management and negotiation skills.
• Problem-solving orientation and calm under pressure (deadline/closing driven).
• Proactive communicator — provides timely updates and escalates risks early.
• Detail-oriented with strong numeric accuracy.

KPIs / Success metrics

• Transaction cycle time (booking → handover) — reduction target.
• % of deals closed on schedule (vs planned closing date).
• Documentation accuracy rate (errors / exceptions per closing).
• Timely submission of VAT/invoice/finance documents (if applicable).
• Client satisfaction at handover (handover survey score).
• Aging of client deposits / number of outstanding removals.

Tools & systems

• CRM: Salesforce / HubSpot / Zoho (maintain timely records)
• Document management: Google Drive / SharePoint / DocuSign / Adobe PDF tools
• Finance coordination: familiarity with invoicing systems and escrow reconciliation
• Reporting: Excel / Google Sheets / basic BI or dashboards

What we offer

• Competitive salary and performance incentives.
• Opportunity to work on high-value projects and global portfolios.
• Professional development & career path into Transaction / Operations Lead roles.
• Collaborative team environment and exposure to senior stakeholders.

Job Type: Full-time

Pay: AED4,000.00 - AED6,000.00 per month