SENIOR REAL ESTATE ADMINISTRATOR
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Key skills for this role
About the Role
Zenith Real Estate seeks a Senior Real Estate Administrator to manage the full lifecycle of brokerage transactions, ensuring compliance with RERA/ADREC regulations. The role involves transaction coordination, listing administration, compliance, CRM management, and client service.
Key Skills for This Role
Responsibilities
- 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), MOUs, SPAs, 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
- Publish and manage property listings across portals and company website
- Obtain and renew Trakheesi advertising permits; ensure compliance with RERA marketing guidelines
- Ensure all transactions comply with RERA/ADREC regulations and DLD requirements
- Administer real estate CRM including lead routing, activity logging, pipeline updates, and user management
- Generate weekly and monthly operational reports
- Respond to landlord, buyer, tenant, and developer enquiries within defined SLAs
- Own and maintain operational SOPs, checklists, templates, and training materials
- Onboard and mentor junior administrators
Requirements
- Bachelor's degree in Business Administration, Real Estate, or related field (or equivalent 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
- Proficiency in real estate CRM platforms (PropSpace, Pixxy, REM, others)
- Advanced Microsoft Excel/Google Sheets
- Fluent English (written and spoken) required
- Arabic or Russian proficiency strongly preferred
Full Job Posting
THE OPPORTUNITY
- Zenith Real Estate is seeking a detail driven Senior Real Estate Administrator to orchestrate the full lifecycle of brokerage transactions—from listing intake to commission reconciliation.
- This role serves as the operational backbone of the sales team, ensuring compliance with RERA/ADREC regulations, delivering exceptional client service, and maintaining best in class data integrity across CRM systems.
CORE RESPONSIBILITIES
- 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.
- 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.
- Track portal performance metrics (impressions, CTR, enquiry volume) and recommend optimizations.
- Coordinate photography, videography, and virtual tour production for high value listings.
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.
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.
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.
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.
REQUIRED QUALIFICATIONS
- Bachelor's degree in Business Administration, Real Estate, or related field (or equivalent 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.
- Proficiency in real estate CRM platforms (PropSpace, Pixxy, REM, others).
- Advanced Microsoft Excel/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.
- Fluent English (written and spoken) required.
- Arabic or Russian proficiency strongly preferred.
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.
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