Team Secretary - Prime Residential

Overview

To provide comprehensive secretarial and administrative support to the Real Estate team, assist management with operational tasks, and act as the first point of contact for clients and visitors. This role ensures efficient office operations, professional client handling, and smooth coordination between agents, clients, and management.

Key Responsibilities

• Provide secretarial and administrative support to real estate agents, brokers, and managers.
• Manage team calendars, schedule property viewings, and coordinate meetings.
• Draft, prepare, and proofread real estate documents, agreements, and correspondence.
• Coordinate with vendors for employee business cards.
• Apply for car registrations with Select Group.
• Prepare weekly office headcount reports.
• Organize weekly meeting forms (Prime, EPS).
• Compile monthly referrals for team meetings.
• Support management with daily operational and administrative requirements.
• Process tenancy contracts, referral agreements, loyalty agreements, NDAs, and other regulatory documents when required.
• Assist with updating CRM systems and property portals with new listings and client information.
• Coordinate with developers for document submission and approvals (developer registration, renewals, portals).
• Act as the first point of contact for walk-in clients, visitors, and phone inquiries.
• Greet clients professionally, ensuring a welcoming front-office environment.
• Handle calls, emails, and client inquiries promptly and direct them to the right person/department.
• Manage courier services, incoming/outgoing mail, and reception area upkeep.
• Maintain office supplies and liaise with vendors for office services.

Qualifications & Skills

• Minimum 2–3 years’ experience in an administrative, secretarial, or receptionist role (Real Estate sector preferred).
• Strong knowledge of real estate processes, RERA documentation, and tenancy procedures is an advantage.
• Proficient in Microsoft Office Suite and CRM/property listing platforms (e.g., Property Finder, Bayut, Dubizzle).
• Excellent communication skills in English or additional languages are an asset.
• Professional demeanor, client-service orientation, and ability to multitask.
• Strong organizational skills and high attention to detail.
• Proactive and resourceful, with the ability to handle tasks independently.
• Client-focused with a professional appearance and positive attitude.
• Able to handle confidential information with discretion.
• Team player with the flexibility to adapt to a dynamic real estate environment.