Real Estate Administrator

Role purposeThe Real Estate Administrator is responsible for maintaining accurate property, client and transaction records and coordinating the administrative flow of sales, leasing and property-management activities. The role ensures that listings, permits, CRM updates, contracts, compliance documents, bookings, renewals and management reports are completed accurately and on time.Position scope· Support off-plan, secondary-market, ready-property, sales and leasing operations.· Own the administrative lifecycle from property onboarding and listing publication through transaction or tenancy completion.· Maintain one reliable source of truth across CRM, listing portals, digital files and physical records.· Coordinate with internal teams and external stakeholders to prevent document, permit, payment or approval delays.· Protect confidential client, property, transaction and employee information.1. Property listings and portal management· Create, publish, update, renew and deactivate listings on Property Finder, Bayut, Dubizzle and the company website.· Verify property information, pricing, unit details, photographs, descriptions, owner documents and listing authority before publication.· Maintain portal quality scores and ensure listings comply with advertising policies and company standards.· Generate and track Trakheesi permits, QR codes and other required advertising approvals.· Coordinate property photoshoots, content requirements and listing activation with agents, photographers, Marketing and developers.· Monitor active inventory, duplicate or expired listings, portal performance and lead-generation reports.2. CRM, leads and sales-team coordination· Maintain complete client, lead, property, agent and transaction records in the company CRM.· Allocate or reassign leads according to management instructions and agreed lead-distribution rules.· Monitor agent response times, follow-up status, conversion activity and missing CRM updates; escalate non-compliance.· Support daily sales reports, weekly pipeline reviews, agent KPI reports and management dashboards.· Coordinate viewings, meetings, developer briefings, project launches and client appointments.· Respond professionally to routine client, broker, landlord and tenant enquiries by phone, email and in person.3. Sales and transaction administration· Process booking forms, Expressions of Interest, reservation documents and supporting KYC documentation.· Prepare, check and organize Forms A, B, F and I, MOUs, sales agreements, referral agreements, agency agreements and other approved templates.· Review transaction files for completeness, accuracy and compliance before internal approval or external submission.· Manage deal announcements, transaction trackers, booking status and closure documentation.· Coordinate NOC applications and renewals with developers and track approval status to avoid transfer delays.· Process or support Oqood registration and developer portal submissions where applicable.· Prepare commission statements, tax invoices, payment receipts and supporting documents for commission processing.· Follow up with developers, finance and legal teams for invoices, receipts, account statements and transaction clarification.4. RERA, DLD and compliance documentation· Use Trakheesi, RERA/DLD systems and broker/developer portals correctly and maintain current access records.· Ensure files contain the required IDs, visas, title deeds, authorizations, agreements, permits and KYC/AML documents.· Maintain brokers’ RERA card and registration records and support trade-licence or company-document renewals when assigned.· Monitor regulatory and portal-policy changes affecting listings, forms, tenancy documentation and renewals.· Maintain confidential, audit-ready physical and digital files with clear naming and version control.5. Leasing, tenancy and property-management coordination· Prepare tenancy contracts, addenda, renewal agreements, renewal notices, Rental NOCs and supporting documents.· Process Ejari registration, renewal and cancellation and verify required tenant, landlord and property documents.· Use the RERA Rental Increase Calculator when preparing renewal information and rental-adjustment notices.· Maintain tenancy schedules, payment plans, rental-cheque records, receipts, outstanding balances and renewal trackers.· Coordinate tenant move-in, move-out, handover, inspection, key control and security-deposit settlement documentation.· Coordinate maintenance requests among tenants, landlords, contractors, facilities teams and service providers.· Support property viewings and communicate vacating, renewal and handover requirements clearly and on time.· Coordinate approved DEWA, Empower or related property-service documentation when required.6. Reporting, finance support and document control· Prepare accurate daily, weekly and monthly reports covering listings, leads, bookings, sales, leasing, renewals and pending actions.· Maintain receipt vouchers, payment vouchers, invoices, quotations, commission records and approved company-expense files.· Secure and record the receipt and release of cash, cheques, keys and original documents according to company procedure.· Reconcile missing documents and follow up on overdue actions, approvals, payments and renewals.· Coordinate with Finance and Legal on customer, transaction, tenancy or commission-related information.· Maintain templates, trackers, checklists, correspondence and a centralized filing structure.7. Developer, broker and stakeholder coordination· Register the company and agents with developers and maintain current developer-portal profiles.· Build professional working relationships with developers, brokers, landlords, tenants and external partners.· Maintain agency agreements and referral arrangements and track expiry or renewal requirements.· Coordinate property availability, project information, NOCs, invoices, registration submissions and commission follow-up.· Support management and sales teams during developer launches, events and project briefings.Required experience and qualifications· Minimum 2–3 years of UAE real estate administration, listing, transaction, leasing or property-management experience preferred.· Practical experience with Property Finder, Bayut, Dubizzle, Trakheesi and a real estate CRM.· Working knowledge of RERA/DLD documentation, tenancy/Ejari processes and standard real estate forms.· Diploma or bachelor’s degree in business, administration, commerce or a related discipline is preferred but not mandatory.· Strong Microsoft Excel, Word, Outlook and digital filing skills.· Professional English communication; additional UAE-market languages are an advantage.· High attention to detail, confidentiality, organization, follow-up discipline and ability to work under deadlines.Property Finder • Bayut • Dubizzle • Trakheesi • RERA/DLD Portals • Ejari • Developer portals • Salesforce / Zoho / Bitrix 24 or similar CRM • Microsoft Office • Google Workspace • DEWA / Empower workflows