SENIOR REAL ESTATE ADMINISTRATOR

The Opportunity

1. Transaction Coordination & Deal Management

• Serve as single point of contact for all administrative aspects of leasing and sales transactions from offer acceptance to commission payment
• Prepare and manage RERA forms (A, B, I), Memorandums of Understanding (MOU), Sale and Purchase Agreements (SPA), addenda, and tenancy contracts
• Coordinate Ejari/Tawtheeq registrations and cancellations; track Oqood filings for off-plan transactions
• Liaise with DLD/REST, ADREC/DRC, developer NOC departments, trustees, and notaries to ensure timely transfers and handovers
• Monitor deal milestone completion: offer acceptance → SPA signing → valuation/finance approval → NOC → trustee appointment → title transfer → utility handover → commission release
• Maintain complete, audit-ready physical and digital deal files for every transaction

2. Listing & Marketing Administration

• Publish and manage property listings across portals (Property Finder, Bayut, Dubizzle, James Adition) and company website
• Obtain and renew Trakheesi advertising permits; ensure compliance with RERA marketing guidelines
• Review listing quality: photography, floor plans, copy accuracy, pricing alignment, and document completeness (title deed, Form A, passport copies, DEWA/SEWA statements)
• Track portal performance metrics (impressions, CTR, enquiry volume) and recommend optimizations
• Coordinate photography, videography, and virtual tour production for high-value listings

3. Compliance & Regulatory Administration

• Ensure all transactions comply with RERA/ADREC regulations and DLD requirements
• Maintain agent RERA broker card records, renewal tracking, and mandatory training compliance
• Support AML/CFT controls: conduct basic client KYC, maintain UBO registers, and escalate unusual activity to MLRO per company policy
• Manage visa sponsorship records for agents where applicable; coordinate with PRO for renewals and cancellations
• Conduct quarterly file audits and produce compliance scorecards for management review

4. CRM Administration & Reporting

• Administer real estate CRM including lead routing, activity logging, pipeline updates, and user management
• Generate weekly and monthly operational reports: deal pipeline velocity, time-to-list, time-to-close, permit turnaround, listing rejection rates, and commission reconciliation
• Identify and resolve data quality issues; enforce standardized naming conventions and field completeness rules
• Support CRM training for junior staff and new joiners

5. Client & Stakeholder Service

• Respond to landlord, buyer, tenant, and developer enquiries within defined SLAs
• Coordinate courier services, notary bookings, and power of attorney execution
• Provide accurate status updates to clients throughout the transaction lifecycle
• Handle walk-in reception duties during peak periods; maintain professional front-desk presence

6. Process Improvement & Team Support

• Own and maintain operational SOPs, checklists, templates, and training materials
• Onboard and mentor junior administrators; conduct knowledge-sharing sessions
• Identify process bottlenecks and propose automation, template enhancements, or workflow redesign
• Support ad-hoc projects such as system migrations, policy rollouts, or office relocation planning

Education

• Bachelor's degree in Business Administration, Real Estate, or related field (or equivalent experience)

Experience

• Minimum
• 5 years
• of UAE real estate administration experience in brokerage, leasing, or secondary sales
• Demonstrated track record managing high-volume transaction pipelines (50+ active deals simultaneously)
• Experience with RERA/ADREC regulatory processes and DLD/REST portals

Technical Skills

• Proficiency in real estate CRM platforms (PropSpace, Pixxy, REM, others)

• Advanced Microsoft Excel And Google Sheets

• Experience with property portals (Property Finder, Bayut, Dubizzle, James Edition) administrative interfaces
• Familiarity with DLD REST App, Trakheesi system, Ejari/Tawtheeq registration portals

Language

• Fluent English (written and spoken) required
• Arabic or Russian proficiency strongly preferred

Core Competencies

• **Attention to Detail:**
• Zero tolerance for document errors or missing compliance elements
• **Time Management:**
• Ability to prioritize competing deadlines across multiple transactions
• **Stakeholder Communication:**
• Clear, professional communication with clients, agents, and authorities
• **Regulatory Awareness:**
• Proactive identification of compliance risks
• **Process Orientation:**
• Systematic approach to documentation and workflow management
• **Discretion:**
• Strict confidentiality with client and company information
• **Adaptability:**
• Comfortable in fast-paced, evolving real estate market conditions

Working Conditions

• Standard UAE working week (typically Monday–Friday)
• On-site presence required; hybrid arrangements may apply per company policy
• Flexibility required during month-end closings, peak transaction periods, and public holidays