Real Estate Administrator

Human Resource Manager @ Heart Of The City Properties LLC | Hiring for Off-Plan and Secondary | Headhunter | Employee Relations | Compensation &…

Join our dynamic and rapidly growing real estate agency, specializing in off-plan properties and delivering exceptional client services. We are seeking an experienced Real Estate Administrator to be the backbone of our administrative operations and service management. This pivotal role will support our agents and management team, ensuring seamless processes and high-quality service delivery.

Note: Real Estate Admin experience is must in Dubai

Responsibilities:

Administrative Support:

• Provide comprehensive administrative support to real estate agents and management.
• Draft, review, and prepare contracts, leases, agreements, NOCs, and other essential documents.
• Coordinate and schedule property viewings, inspections, appraisals, and closings.
• Manage incoming and outgoing correspondence, including emails, calls, and courier services.
• Maintain and organize both physical and digital filing systems, ensuring accuracy, confidentiality, and easy retrieval of information.
• Register agents for RERA licenses and ensure compliance with Dubai real estate regulations.
• Assist in the preparation and submission of documents for obtaining developer registration for the company.
• Handle the registration of agents and projects with developers.
• Generate property listings and upload them on CRM systems and online portals (Property Finder, Bayut, Dubizzle, etc.) with accuracy and timely updates.
• Prepare weekly and monthly reports on property listings, sales activities, and performance metrics.
• Liaise with clients, developers, and third-party vendors to obtain necessary documents and approvals.

Service Management:

• Act as the primary point of contact for administrative queries from agents and clients.
• Coordinate the issuance of invoices, payments, and commission-related documentation.
• Manage agents' RERA license renewals, health insurance, and visa applications.
• Monitor office supplies inventory and place orders as necessary.
• Ensure the timely renewal of office related licenses, insurance, and contracts.
• Assist in onboarding new agents by providing administrative induction and training on systems and processes.
• Follow up on pending tasks with developers and clients to ensure timely execution of transactions.

CRM and Database Management:

• Enter, update, and maintain accurate data in the company's CRM system.
• Generate reports and track sales pipeline performance.
• Manage leads and inquiries through the CRM system, ensuring timely follow-ups.
• Perform regular data audits to ensure accuracy and completeness.

Compliance and Documentation:

• Ensure all documents and property listings comply with company policies and Dubai real estate regulations.
• Maintain records of agents' documentation, including visas, RERA certificates, and employment contracts.
• Prepare and submit compliance reports to management.

Requirements:

• Minimum of 3 years of experience in real estate administration in Dubai.
• In-depth knowledge of Dubai real estate laws and regulations, including RERA requirements.
• Proven experience in property listing management and transaction coordination.
• Proficiency in CRM systems (Salesforce, or similar) and real estate portals (Property Finder, Bayut, Dubizzle).
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Ability to work under pressure and meet tight deadlines.
• High level of discretion and attention to detail.
• Knowledge of document legalization and Ejari registration is a plus.
• Advanced skills in MS Office Suite (Word, Excel, Outlook, PowerPoint).

What We Offer:

• Competitive salary based on experience.
• Professional growth opportunities.
• Supportive and collaborative work environment.
• Opportunity to work in a fast-growing and dynamic company.

If you meet the above qualifications and are looking to take on a challenging and rewarding role, we encourage you to submit your resume and cover letter to tayyaba@heartestate.ae. Join our team and contribute to the success of our growing real estate business.