Office Administrator

Overview

1. Office & Administrative Management

• Manage daily office operations, scheduling, correspondence, and internal coordination
• Maintain organized filing systems for contracts, client documents, and compliance records
• Coordinate office utilities, vendors, internet, DEWA, and operational services
• Support leadership with reports, documentation, and business coordination

2. AI & Digital Automation

• Use AI tools (ChatGPT, CRM AI features, automation platforms) to streamline workflows
• Automate repetitive admin tasks such as reporting, email drafting, follow-ups, and data entry
• Maintain CRM systems for lead tracking, pipeline visibility, and sales performance reporting
• Support digital transformation initiatives across sales and marketing departments
• 3.
• Dubai Real Estate Compliance & Legal Awareness
• Basic understanding of Dubai Land Department (DLD) processes and brokerage compliance
• Awareness of real estate laws, tenancy regulations, and transaction documentation requirements
• Assist in ensuring company operations follow UAE real estate regulatory frameworks
• Coordinate with brokers and management on contract and transaction compliance processes

4. HR & Talent Support

• Manage employee onboarding and offboarding processes
• Assist in visa documentation coordination and labor contract administration
• Maintain employee records and attendance tracking
• Support recruitment coordination for sales consultants and support staff
• Ensure HR policies and internal compliance procedures are followed

5. Accounting, VAT & Corporate Tax Support

• Assist in basic bookkeeping and financial record management
• Track office expenses, commissions, and operational costs
• Support VAT filing preparation and invoice organization in line with UAE regulations
• Basic understanding of UAE Corporate Tax (CT) compliance requirements
• Coordinate with external accountants for reporting, audits, and compliance submissions

6. Sales & Marketing Support

• Assist marketing team with AI-generated content for listings and campaigns
• Support Property Finder and CRM listing updates
• Help track marketing performance metrics (Facebook Ads, Property Finder leads, etc.)
• Ensure proper lead tagging, pipeline organization, and follow-up tracking

7. Reporting & Management Support

• Generate weekly and monthly operational reports using AI tools
• Maintain dashboards for leads, sales performance, and financial summaries
• Provide management with insights on operational efficiency and cost tracking
• Act as a central coordination point between sales, marketing, and leadership teams

Required Skills & Qualifications

• 2–4 years experience in office administration, operations, or real estate support roles
• Strong understanding of AI tools (ChatGPT, CRM automation, workflow systems)
• Knowledge of Dubai real estate laws and DLD procedures
• Basic HR management experience (recruitment, onboarding, visa coordination)
• Accounting knowledge including bookkeeping, VAT compliance, and financial tracking
• Familiarity with UAE Corporate Tax (CT) regulations and reporting basics
• Proficiency in Microsoft Office / Google Workspace
• Strong organizational and multitasking abilities
• Excellent communication skills

Preferred Skills (Advantage)

• Experience with automation tools (Zapier, Make.com, Notion AI, CRM AI systems)
• Prior experience in a real estate brokerage in Dubai or UAE
• Exposure to financial reporting tools or dashboards
• Understanding of commission-based sales structures

Personality Profile

• Highly structured and detail-oriented
• Tech-savvy with strong AI curiosity
• Financially disciplined and compliance-focused
• Able to handle pressure in a fast-growing brokerage environment
• Proactive problem solver with ownership mindset