Executive Secretary/Admin Coordinator - Real Estate (ARAB FEMALE)

Bazar Real Estate; Abu Dhabi; On-site; AED 80,000 - 100,000; Full time

Job summary

Bazar Real Estate in Abu Dhabi is seeking a qualified Executive Secretary/Admin Coordinator to support the CEO and ensure smooth operations across teams. The ideal candidate will be responsible for handling confidential correspondence, managing daily schedules, and coordinating communications with clients and partners.

This role requires fluency in Arabic and English, proficiency in Microsoft Office, and a Bachelor’s degree or diploma in Business Administration or a related field. The candidate should have a minimum of 2–4 years of related experience and the ability to multitask effectively in a dynamic environment.

Qualifications

• Minimum 2–4 years of experience in administration or executive support.
• Previous experience in a real-estate company in Abu Dhabi.
• Ability to work directly with the CEO and manage tasks confidentially.

Responsibilities

• Manage the CEO's daily schedule and meetings.
• Provide full administrative support to the CEO and office staff.
• Assist in preparing, organizing, and maintaining company documents.

Skills

Fluent in Arabic and English

Strong organizational skills

Confidential task handling

Proficient in Microsoft Office

Strong communication skills

Education

Bachelor's degree or diploma in Business Administration, Marketing, HR or related field

Tools

CRM systems

Real-estate platforms

Job description

Role Summary

The Executive Secretary / Admin Coordinator will report directly to the CEO and will coordinate with the operations team, sales team, marketing team, listing team, clients, developers, landlords, and service providers.

Responsibilities

• Manage the CEO's daily schedule, meetings, appointments and follow-ups.
• Handle confidential correspondence, emails, documents and reports on behalf of the CEO.
• Provide full administrative support to the CEO, management, sales team and office staff.
• Coordinate internal meetings, prepare meeting notes and follow up on assigned tasks.
• Communicate professionally with clients, landlords, property owners, developers, suppliers and external parties in Arabic and English.
• Assist in preparing, organising and maintaining company documents, agreements, contracts and records.
• Support daily office operations and ensure smooth coordination between departments.
• Assist with real‑estate admin tasks including property information listing coordination, landlord communication and follow‑up with owners.
• Coordinate with listing, marketing and sales teams to ensure property details are accurate and updated.
• Support the use of real‑estate platforms such as Property Finder, Bayut, Dubizzle or similar portals when required.
• Assist in maintaining CRM records, client information, inquiries, leads and follow‑up updates.
• Handle phone calls, WhatsApp communication, emails and client inquiries professionally.
• Prepare basic reports, trackers, presentations, letters and administrative documents using Microsoft Office.
• Support HR and office administration tasks such as attendance, staff coordination, onboarding documents and internal records when required.
• Follow up on pending tasks, approvals, payments, documents and deadlines to ensure nothing is missed.
• Maintain a professional image of the company when dealing with clients, visitors and business partners.

Qualifications

• Female candidates only.
• Arabic speaker mandatory.
• Bachelor's degree or diploma in Business Administration, Marketing, HR or a related field.
• Minimum 2–4 years of experience in administration, executive support, office coordination or real‑estate admin work.
• Previous experience in a real‑estate company in Abu Dhabi.
• Fluency in Arabic and English, both spoken and written.
• Strong knowledge of Microsoft Word, Excel, PowerPoint, Outlook and general office tools.
• Experience with CRM systems, real‑estate portals, listings or client databases is an advantage.
• HR, marketing or customer service background is an added advantage.
• Excellent Arabic and English communication skills.
• Strong organisational and time‑management skills.
• Ability to work directly with the CEO and handle tasks with confidentiality.
• Professional appearance and polite communication style.
• Strong follow‑up skills and attention to detail.
• Ability to multitask and work under pressure.
• Good understanding of real‑estate office operations.
• Strong coordination skills between management, sales, marketing, clients and external parties.
• Problem‑solving attitude and ability to take initiative.
• Strong interpersonal skills and customer service mindset.
• Reliable, disciplined and able to manage daily tasks without constant supervision.
• Confident, organised, presentable and able to communicate with clients and management professionally.
• Ability to support both administrative and operational tasks in a growing real‑estate company.