indeed
Real Estate Administrator
Ardara Estates L.L.C
Dubai, UAE
Full Time
Mid
Onsite
AED 4,000/month / month
1 months ago
Office AdministrationReal Estate DocumentationCRM SystemsMS OfficeTransaction CoordinationCustomer Service
Free
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Office AdministrationReal Estate DocumentationCRM Systems
About the Role
Ardara Estates L.L.C seeks a Real Estate Administrator to oversee daily administrative operations of a real estate office.
Key Skills for This Role
Office AdministrationReal Estate DocumentationCRM SystemsMS OfficeTransaction CoordinationCustomer Service
Responsibilities
- Manage day to day office operations, ensuring efficiency and professionalism at all times
- Maintain office supplies, equipment, and vendor relationships
- Organize and maintain filing systems (physical and digital), including real estate documents, contracts, and compliance records
- Ensure adherence to company policies, legal regulations, and real estate compliance requirements
- Oversee office budgets, expense tracking, and invoice processing
- Coordinate office maintenance, IT support, and facilities management
- Assist agents and brokers with listing documentation, contracts, and transaction coordination
- Ensure timely submission of paperwork in compliance with regulatory requirements
- Coordinate property listings, marketing materials, and CRM updates
- Liaise with clients, attorneys, mortgage brokers, and other stakeholders during transactions
- Maintain property databases and update listing platforms
- Act as the first point of contact for clients, visitors, and inquiries
Requirements
- Bachelor’s degree in Business Administration, Real Estate, or related field preferred
- 2–5+ years of administrative or office management experience, preferably in real estate
- Experience in supervising staff or team leadership is essential
- Strong organizational and multitasking abilities
- Excellent communication and interpersonal skills
- Leadership and people management skills
- Proficiency in MS Office, CRM systems, and real estate software
- Knowledge of real estate processes, documentation, and compliance
- High attention to detail and problem solving capability
- Ability to work under pressure and meet deadlines
Full Job Posting
Job Summary
- The Office Administrator is responsible for overseeing the day to day administrative operations of a real estate office.
- This role ensures smooth business functioning by managing office systems, supporting agents and management, coordinating client services, and supervising administrative staff.
Key Responsibilities
- Manage day to day office operations, ensuring efficiency and professionalism at all times
- Maintain office supplies, equipment, and vendor relationships
- Organize and maintain filing systems (physical and digital), including real estate documents, contracts, and compliance records
- Ensure adherence to company policies, legal regulations, and real estate compliance requirements
- Oversee office budgets, expense tracking, and invoice processing
- Coordinate office maintenance, IT support, and facilities management
- Assist agents and brokers with listing documentation, contracts, and transaction coordination
- Ensure timely submission of paperwork in compliance with regulatory requirements
- Coordinate property listings, marketing materials, and CRM updates
- Liaise with clients, attorneys, mortgage brokers, and other stakeholders during transactions
- Maintain property databases and update listing platforms
- Act as the first point of contact for clients, visitors, and inquiries
Client Service & Front Office Management
- Provide excellent customer service, handling calls, emails, and walk ins professionally
- Schedule appointments, meetings, property viewings, and agent calendars
- Resolve client queries and escalate issues when needed
People Management & Team Coordination
- Supervise and support administrative staff (receptionists, coordinators, assistants)
- Allocate workloads, set priorities, and monitor performance
- Train new employees on office systems, procedures, and real estate processes
- Foster a positive and collaborative work environment
- Conduct performance reviews and provide ongoing coaching and feedback
Agent Support & Productivity Management
- Support real estate agents with administrative tasks to maximize productivity
- Coordinate onboarding of new agents, including documentation and system setup
- Assist in organizing training sessions, meetings, and company events
- Track agent performance metrics and reporting
Financial & Reporting Responsibilities
- Prepare and manage office budgets and expense reports
- Track commission payments, invoices, and receivables
- Generate performance and operational reports for management
- Monitor key performance indicators (KPIs) for office efficiency
Marketing & Business Support
- Assist in coordinating marketing campaigns, open houses, and promotional events
- Manage social media updates and listing advertisements (if required)
- Support branding and marketing initiatives within the office
Qualifications & Requirements
- Bachelor’s degree in Business Administration, Real Estate, or related field preferred
- 2–5+ years of administrative or office management experience, preferably in real estate
- Experience in supervising staff or team leadership is essential
- Strong organizational and multitasking abilities
- Excellent communication and interpersonal skills
- Leadership and people management skills
- Proficiency in MS Office, CRM systems, and real estate software
- Knowledge of real estate processes, documentation, and compliance
- High attention to detail and problem solving capability
- Ability to work under pressure and meet deadlines
Key Attributes
- Professional and customer focused attitude
- Strong decision making and accountability
- Ability to maintain confidentiality
- Flexible and adaptable in a fast paced environment
Reporting Structure
- Reports to: Office Manager / Managing Director / Broker in Charge
- Supervises: Administrative staff and office support team
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