Job Description

Position Overview
The Real Estate Admin is a hybrid role combining broker support (property listings, enquiry coordination, CRM management) with operational administration (permits, utilities, vendor management, and documentation). The role is designed to ensure smooth flow of property onboarding and efficient broker engagement to drive both bookings and property owner leads.
The candidate must be highly organized, responsive, and capable of managing multiple priorities with minimal supervision. Success in this role requires strong attention to detail, quick turnaround times, and a solution-oriented mindset.
Key Responsibilities
1. Broker & Listing Management (50%)
Property Listings
Create, upload, and maintain accurate property listings on Property Finder, Bayut, and other platforms.
Draft and edit property descriptions, select appropriate keywords, and upload professional-quality images.
Ensure property details (pricing, amenities, availability) are always updated and competitive.
Broker Enquiries
Serve as the first point of contact for brokers via calls, WhatsApp, Respond.io, and email.
Manage enquiries end-to-end: qualify, respond, track follow-ups, and close coordination without passing responsibility.
Provide timely updates to brokers on property status, availability, and offers.
CRM Ownership
Fully manage Zoho CRM entries related to broker enquiries and leads.
Ensure lead stages, statuses, and reporting are consistently updated and accurate.
Monitor automation flows and make manual adjustments when required.
Performance Monitoring
Track listing performance (views, leads generated, enquiries per listing).
Flag underperforming listings and suggest optimizations to management.
Generate weekly reports on broker activity, enquiries, and conversion ratios.
2. Operational & Administrative Support (50%)
Contracts & Documentation
Draft and process tenancy contracts, addendums, and owner/tenant agreements.
Maintain proper digital filing and indexing of all contracts and legal records.
Permits & Approvals
Apply for and manage move-in/move-out permits, access cards, and parking cards.
Track validity and renewal timelines for all permits.
Apply for DET permits and ensure timely renewals to avoid penalties.
Utilities Management
Apply for and manage DEWA, Empower, DU, gas, and chiller connections.
Maintain a log of usage, bills, and payment schedules.
Ensure timely renewals, disconnections, and re-connections as required.
Record Keeping & Dashboards
Maintain an updated database of contracts, utilities, permits, vendors, and broker interactions.
Generate structured reports and dashboards for management review.
Tools & Systems
CRM: Zoho (lead logging, automation, reporting)
Broker Communication: Respond.io, WhatsApp Business
Property Listings: Property Finder, Bayut, others as required
Communication: Outlook, MS Teams (if needed)
Documentation & Reporting: MS Office (Excel, Word, PowerPoint)
Skills & Qualifications
Prior experience in real estate admin, broker coordination, or property management.
Excellent English communication skills (written & spoken); Arabic/Hindi a plus.
Strong multitasking ability with a focus on speed and accuracy.
High attention to detail in contracts, listings, and CRM data.
Proficiency in MS Office, Zoho CRM, and online listing portals.
Strong organizational skills to manage deadlines, follow-ups, and multiple stakeholders.
Proactive, responsive, and comfortable taking ownership of tasks without waiting for instructions.
Performance Metrics
Response time to brokers (speed, clarity, professionalism).
Deals closed for stays (volume and value of broker-driven bookings).
Leads generated for property owners (broker referrals and inbound interest).
Accuracy and consistency of CRM data.
On-time completion of permits, utilities, and vendor tasks.
Smooth and error-free onboarding of new properties.
Work Culture Alignment
Independent and accountable -- does not make excuses or pass blame.
Fast learner, solution-oriented, and proactive in communication.
Flexible and willing to balance broker-facing tasks with operations.
Strong sense of ownership and reliability in handling sensitive documents and broker relationships.

Skills Required