Job Description

Job Title -- Real Estate Administrator (End-to-End Transactions)

Location:

Onsite

Department:

Operations

Reports to:

Head of Operations

Employment Type:

Full-time

Role overview

We are hiring an experienced

Real Estate Administrator

who is expert in managing

end-to-end real-estate transactions

(off-plan, resale, residential & commercial). You will be the operational backbone for deal execution -- handling documentation, compliance, stakeholder coordination (clients, lawyers, developers, escrow/Trust accounts), and closing. This role requires high attention to detail, excellent stakeholder management and proven experience moving deals smoothly from LOI/booking to handover and handoff to post-sales teams.

Key responsibilities

Manage full transaction lifecycle for assigned deals: reservation/booking ? contract preparation (SPA/MOU) ? deposits ? escrow / trust coordination ? title transfer / registration ? handover. Prepare, review and verify all transaction documents (purchase agreements, addendums, assignment forms, POAs, invoicing) ensuring accuracy and completeness. Coordinate with clients, sales agents, developers, legal counsels, banks, escrow agents and government authorities (e.g., DLD/RERA where applicable) to obtain approvals, NOCs and signoffs. Track payment schedules, follow up on client payments, issue receipts & manage refund/forfeiture cases per contract terms. Maintain transaction trackers / pipelines and update CRM daily with status, next steps and risks. Ensure compliance with local regulations, AML/KYC procedures and client due-diligence requirements. Manage handover to Customer Success/Property Management after closing: provide handover pack, contact details, warranties and handover checklist. Resolve operational issues and disputes (documentation mismatches, delay claims) in liaison with legal and commercial leads. Prepare periodic reports for management: pipeline health, closing forecasts, aging of deposits, exception reports. Continuously improve transaction workflows, templates, checklists and SOPs to reduce cycle time and error rate. Support audits and document requests from auditors, finance and regulators.

Required qualifications & experience

3-6+ years

hands-on experience managing real-estate transactions end-to-end (off-plan and resale). Practical knowledge of local property registration & transaction processes (experience with Dubai/UAE DLD & RERA processes preferred). Proven experience coordinating with developers, escrow providers, banks and legal counsel. Strong documentation skills -- contract review, attention to detail and ability to spot discrepancies. Proficient with CRM systems (Salesforce/HubSpot/Zoho or industry CRM), MS Excel (pivot tables, VLOOKUP/XLOOKUP) and MS Office. Professional qualification in Business / Finance / Real Estate or equivalent practical experience. Excellent written & verbal English; additional languages (Arabic, Russian) are a plus for targeted markets. Ability to work onsite and occasionally travel to developers/offices as needed.

Core skills & attributes

Exceptional organisational and time-management skills; ability to manage multiple transactions concurrently. High integrity, confidentiality and compliance mindset. Strong stakeholder management and negotiation skills. Problem-solving orientation and calm under pressure (deadline/closing driven). Proactive communicator -- provides timely updates and escalates risks early. Detail-oriented with strong numeric accuracy.

KPIs / Success metrics

Transaction cycle time (booking ? handover) -- reduction target. % of deals closed on schedule (vs planned closing date). Documentation accuracy rate (errors / exceptions per closing). Timely submission of VAT/invoice/finance documents (if applicable). Client satisfaction at handover (handover survey score). Aging of client deposits / number of outstanding removals.

Tools & systems

CRM: Salesforce / HubSpot / Zoho (maintain timely records) Document management: Google Drive / SharePoint / DocuSign / Adobe PDF tools Finance coordination: familiarity with invoicing systems and escrow reconciliation Reporting: Excel / Google Sheets / basic BI or dashboards

What we offer

Competitive salary and performance incentives. Opportunity to work on high-value projects and global portfolios. Professional development & career path into Transaction / Operations Lead roles. Collaborative team environment and exposure to senior stakeholders.
Job Type: Full-time

Pay: AED4,000.00 - AED6,000.00 per month