SENIOR REAL ESTATE ADMINISTRATOR

The Opportunity

Senior Real Estate Administrator

CORE RESPONSIBILITIES1. Transaction Coordination & Deal Management

• Serve as the 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 milestones: 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 Property Finder, Bayut, Dubizzle, James Edition, and the company website.
• Obtain and renew Trakheesi advertising permits while ensuring compliance with RERA marketing regulations.
• Review listing quality, including photography, floor plans, pricing accuracy, marketing copy, and supporting documentation.
• Track listing performance and recommend improvements.
• Coordinate photography, videography, and virtual tours for premium listings.

3. Compliance & Regulatory Administration

• Ensure all transactions comply with RERA/ADREC regulations and DLD requirements.
• Maintain agent RERA broker card records and renewal schedules.
• Support AML/CFT compliance, including KYC documentation and record keeping.
• Coordinate visa documentation with the PRO where applicable.
• Conduct regular compliance audits and prepare management reports.

4. CRM Administration & Reporting

• Administer the company's CRM system, including lead allocation, activity tracking, pipeline management, and user administration.
• Generate weekly and monthly operational reports.
• Maintain high standards of CRM data quality.
• Support CRM onboarding and training for new employees.

5. Client Service & Front Office Administration

• Serve as the primary front desk representative, welcoming clients, investors, developers, and visitors in a professional and courteous manner.
• Deliver an exceptional first impression while maintaining the highest standards of customer service.
• Manage incoming calls, emails, meeting room bookings, courier services, and visitor coordination.
• Provide accurate transaction updates to clients, landlords, buyers, tenants, and developers.
• Coordinate notary appointments, POAs, and other administrative requirements.
• Maintain a polished, organized, and professional reception and client meeting environment at all times.

6. Process Improvement & Team Support

• Maintain operational SOPs, templates, and process documentation.
• Mentor junior administrators.
• Recommend workflow improvements and automation opportunities.
• Support system implementations and operational projects.

Required Qualificationseducation

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

Experience

• Minimum
• 5 years' UAE real estate administration experience
• within a brokerage.
• Proven experience managing high-volume sales and leasing transactions.
• Strong knowledge of RERA, DLD, ADREC, REST, Ejari, Tawtheeq, and Trakheesi processes.

Technical Skills

• Real estate CRM systems (PropSpace, Pixxy, REM, or similar).
• Microsoft Excel and Google Sheets.
• Property Finder, Bayut, Dubizzle, and James Edition administration.
• DLD REST App, Trakheesi, Ejari, and Tawtheeq systems.

Language

• Fluent English (spoken and written).
• **Arabic language skills are highly preferred.**

Candidate Profile

• We are looking for someone who is:
• Professional, polished, and well-presented.
• Confident in dealing with high-net-worth clients and business partners.
• Experienced in a front office, reception, or client-facing administrative role.
• Highly organized with exceptional attention to detail.
• Friendly, proactive, and service-oriented.
• Able to multitask and perform efficiently in a fast-paced real estate environment.
• A strong communicator with excellent interpersonal skills.

Core Competencies

• Attention to Detail
• Time Management

• Client Relationship Management

• Professional Communication
• Regulatory Compliance

• CRM & Data Accuracy

• Problem Solving
• Confidentiality
• Adaptability

Working Conditions

• Standard UAE working week.
• Full-time, office-based position.
• Flexibility during month-end closings, peak transaction periods, and public holidays as required.