Job Description

Position Title: Administrative Assistant

Company: Ganjina Real Estate FZ-LLC

Location: Ras Al Khaimah, UAE

Department: Administration

Reports To: Managing Director / CEO / Line Manager

Job Purpose:

The Administrative Assistant is responsible for providing administrative, operational, and coordination support to management, sales agents, and internal departments. The role ensures efficient office operations, accurate property listing management across major portals, proper lead tracking and reporting, coordination with tenants and landlords, and compliance with company procedures and UAE real estate practices.

Key Duties and Responsibilities:

Management & Executive Support

Provide administrative assistance to the CEO and Managing Director

Prepare and circulate minutes of meetings and follow up on assigned action items

Maintain confidentiality of company records, contracts, and communications

Sales & Agent Administrative Support

Assist agents in preparing and processing contracts, tenancy agreements, MOUs, and related documents

Coordinate with agents to ensure timely submission of required documentation

Support sales operations through organized record keeping and follow-ups

Property Portals & Listings Management (Core Responsibility)

Assist agents in uploading, updating, and maintaining property listings on:

- Property Finder

- Bayut

- Dubizzle

Ensure listings are accurate, compliant, and aligned with company standards

Track and consolidate leads generated from all platforms

Prepare and submit regular leads performance reports to the line manager

Monitor and track SuperAgent status of agents on Property Finder

Ensure efficient and optimal use of listing credits across all platforms

Office Administration

Monitor and manage office supplies (food and non-food items)

Coordinate procurement and replenishment with suppliers

Maintain organized physical and digital filing systems

Accounts & Internal Coordination

Utilize basic accounting knowledge to assist and coordinate with the accounts team

Support tracking of payments, invoices, and rental-related documentation

Communicate clearly with accounts regarding tenant and landlord matters

Client, Tenant & Landlord Coordination

Assist tenants and landlords with general inquiries, concerns, and requests

Directly contact tenants regarding rental deposit cheques and required follow-ups

Coordinate resolutions with agents, management, and accounts when required

Training & Onboarding Support

Assist in the training and onboarding of new staff

Provide guidance on internal procedures, documentation, and property portals

Support new hires in understanding company workflows and administrative systems

Qualifications & Skills

Diploma or Bachelor's degree preferred (Business Administration, Real Estate, or related field)

Prior experience in real estate administration is an advantage

Familiarity with Property Finder, Bayut, and Dubizzle preferred

Strong organizational, communication, and multitasking skills

Basic accounting and financial coordination knowledge

Proficient in MS Office / Google Workspace

Ability to work independently and under management direction

Job Type: Full-time