Real Estate Administrative Assistant

ADMINISTRATIVE & OPERATIONS COORDINATOR JOB TITLE Administrative & Operations Coordinator COMPANY Startup, Real Estate & Technology LOCATION Dubai, UAE, on-site, DIP JOB TYPE Full-time, permanent WORKING HOURS Monday to Friday, 9:00am to 6:00pm SALARY AED 4,500 - 7,000 per month, depending on experience. Plus sales support commissions on deals. BENEFITS UAE employment visa, medical insurance, annual leave and flight allowance in line with UAE Labour Law. REPORTS TO Operations Manager START DATE October 1st ABOUT US We are an integrated real estate and technology company based in Dubai. Our real estate division covers residential and commercial sales, long-term leasing, holiday home management, renovation and property flips. Our technology division builds AI tools that make the business run faster than its size suggests. THE ROLE We are looking for an organised, dependable Administrative & Operations Coordinator to keep the day-to-day running of the business tight. You will be the operational centre of the office. Every transaction, document, lead and renewal passes through you, and you are the person who knows where each one stands. This is a hands-on role with real ownership and a direct line to leadership. KEY RESPONSIBILITIES Office and administration - Run day-to-day office operations: correspondence, filing, supplies, vendors, visitors and calls - Keep digital records clean and current across Google Drive and internal systems - Manage calendars, schedule meetings and viewings, coordinate appointments and travel - Take meeting notes, circulate action items, and follow up until each one is closed Transaction and listing support - Prepare and check Forms A, B and F, MOUs, tenancy contracts, NOCs and title documents - Coordinate Trakheesi listing permits, RERA and DLD submissions, and Ejari registrations - Track every deal from agreement to completion and flag anything missing or at risk of delay - Liaise with developers, conveyancers, landlords, tenants, PROs and government portals CRM, leads and client care - Keep the CRM accurate: leads logged, statuses current, duplicates cleared, nothing left unanswered - Handle first-line enquiries on WhatsApp, email and phone, then route each one to the right advisor - Send follow-ups, reminders and client updates on schedule Agent and team support - Prepare listing packs, brochures, offer letters, presentations and reports - Onboard new agents: documents, accounts, system access and orientation - Maintain team trackers and produce weekly activity and pipeline summaries for leadership Finance and compliance administration - Raise invoices, track commissions and payments, and chase outstanding amounts - Maintain petty cash records, expense logs and supplier files - Keep company documents current: trade licence, insurance, RERA registrations, visas and renewals Marketing coordination - Coordinate property photography, listing copy and portal uploads - Keep listings live, accurate and compliant across Property Finder, Bayut and Dubizzle - Support the marketing team with scheduling and asset organisation REQUIREMENTS - 2+ years in administration, office coordination or operations. Dubai real estate experience strongly preferred - Excellent written and spoken English. Arabic or Russian is an advantage. - Strong working knowledge of Google Workspace and Microsoft Office, particularly Sheets and Docs - Comfortable with CRM systems and quick to learn new software - Highly organised and detail-obsessed, able to hold many moving items without dropping any. - Discreet and reliable with client, contractual and financial information - Works independently, takes ownership, and follows up without being chased - Currently based in the UAE with a valid visa, able to join immediately. PREFERRED, NOT REQUIRED - Familiarity with Dubai property processes: Trakheesi, DLD, RERA, Ejari, Oqood - Experience with property portals or CRMs such as Property Finder CRM, Bitrix24, Zoho or HubSpot - Exposure to AI tools such as ChatGPT or Claude. We use them daily and will train you further - Basic bookkeeping or invoicing experience - UAE driving licence WHAT WE OFFER (Post Probation) - AED 4,500 - 7,000 per month with quarterly performance reviews. - UAE employment visa and medical insurance - Annual leave and flight allowance per UAE Labour Law - A small, senior team where your work is visible and your input is heard - Hands-on training in AI tools and operating systems most brokerages do not run - A clear path into Office Manager or Operations Manager as the company scales HOW TO APPLY Send your CV to [email protected] with the subject line: "Admin & Operations Coordinator — Your Name" In the body of your email, answer these three questions in a few lines each: 1. Which real estate or office administration systems have you used, and for how long? 2. Describe one process you organised or improved in a previous role. 3. What is your notice period and expected monthly salary in AED? Only shortlisted candidates will be contacted. In Conclusion : We're hiring: Administrative & Operations Coordinator — Dubai You'll own office operations, transaction paperwork (Form A/B/F, Trakheesi, Ejari, DLD), CRM and lead tracking, agent support, invoicing and document compliance. You'll work directly with leadership in a small, fast team that runs on modern systems and AI tools. What we're looking for: - 2+ years in admin, office coordination or operations. Dubai real estate experience preferred - Excellent English, strong organisation, genuine attention to detail - Confident with Google Workspace, CRMs, and picking up new software fast - UAE-based with a valid visa What you get: AED 4,500 - 7,000 per month, employment visa and medical insurance, AI and systems training, and a clear path to Office or Operations Manager. #DubaiJobs #HiringNow #RealEstateDubai #AdminJobs #UAEJobs #OfficeAdministrator

2+ years in administration, office coordination or operations. Dubai real estate experience strongly preferred. Excellent written and spoken English. Arabic or Russian is an advantage. Strong working knowledge of Google Workspace and Microsoft Office, particularly Sheets and Docs. Comfortable with CRM systems and quick to learn new software. Highly organised and detail-obsessed, able to hold many moving items without dropping any. Discreet and reliable with client, contractual and financial information. Works independently, takes ownership, and follows up without being chased. Currently based in the UAE with a valid visa, able to join immediately.