Front Desk Administrator

Overview

• Manage the reception area and serve as the operational backbone of the office
• Welcome visitors and clients in a professional and courteous manner, representing the brand's premium image
• Manage incoming calls, emails, and general inquiries, directing them to the appropriate team member
• Maintain a tidy, presentable, and well-stocked reception and meeting area
• Schedule and coordinate meeting room bookings and client appointments
• Liaise with developers regarding new listings, property availability, documentation, and project updates
• Maintain and update records of developer contacts, agreements, and ongoing communications
• Follow up on pending documentation, approvals, or requests between 8 Collective and developer partners
• Organize and file property-related documents such as brochures, floor plans, price lists, and NOCs
• Support the sales team with administrative tasks including preparing listing documents, proposals, and presentations
• Coordinate scheduling of property viewings, client meetings, and follow-ups between sales agents and clients/developers
• Maintain and update the CRM system with client, listing, and transaction information
• Assist in preparing offer letters, MOUs, tenancy contracts, and other transaction-related paperwork
• Track deal pipelines and flag pending actions to relevant agents or management
• Maintain and track renewal timelines for the company's trade license, ensuring timely renewal and avoiding lapses
• Manage broker cards for all agents including tracking issuance, renewals, and expiries with RERA/relevant authorities
• Maintain RERA certificates and ensure all listings and agents remain compliant with regulatory requirements
• Track and renew electronic permits (e-permits) required for property listings and marketing
• Maintain organized digital and physical records of all staff documents such as visas, Emirates IDs, labor cards, passports, contracts
• Flag upcoming expiries of company and staff documents
• Coordinate with PRO services, government typing centers, or relevant authorities for document processing and renewals
• Maintain a master tracker/calendar of all company and staff document expiry dates to ensure proactive renewals
• Manage office supplies, courier services, and vendor coordination
• Maintain organized digital and physical filing systems for company and client records
• Assist HR/management with onboarding logistics, attendance tracking, or basic administrative support as needed
• Prepare reports, meeting minutes, and correspondence as required
• Support management with ad-hoc administrative and coordination tasks