Office Administrator

KSquare Real Estate LLC; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A real estate firm in Dubai is seeking an Administrative Support & Receptionist to manage daily operations, assist clients and agents, and handle essential administrative tasks. The ideal candidate will have strong communication skills, be detail-oriented, and possess proficiency in office software. Experience in a related field is preferred. This role requires an individual who can manage multiple deadlines in a fast-paced environment.

Qualifications

• Experience in an office administration role, preferably in real estate or mortgage.
• Ability to handle confidential financial and personal information securely.

Responsibilities

• Manage daily office operations, including phones, email correspondence, filing, and scheduling.
• Greet and assist clients, buyers, sellers, and loan applicants.
• Support real estate agents and loan officers with administrative tasks.
• Maintain calendars for showings, closings, property inspections.
• Assist with preparing listing packets, contracts, disclosures.
• Input property listings into MLS and update listing information.
• Maintain inventory of office supplies and coordinate office logistics.
• Assist with onboarding new agents and employees.

Skills

Strong communication and customer service skills

Proficiency in office software (MS Office, Google Workspace)

Highly organized and detail-oriented

Strong problem-solving and prioritization skills

Education

High school diploma or equivalent; Associate’s or Bachelor’s preferred

Job description

Key Responsibilities

Administrative Support & Receptionist

• Manage daily office operations, including phones, email correspondence, filing, and scheduling.
• Greet and assist clients, buyers, sellers, and loan applicants.
• Support real estate agents and loan officers with administrative tasks, forms, and documentation.
• Maintain calendars for showings, closings, property inspections, and loan appointments.

Real Estate & Mortgage Transaction Coordination

• Assist with preparing listing packets, contracts, disclosures, and transaction documents.
• Input property listings into MLS and update listing information as needed.
• Track transaction timelines to ensure deadlines for inspections, appraisals, and closing documents are met.

Office Management

• Maintain inventory of office supplies, marketing materials, and forms.
• Coordinate equipment maintenance, vendor communication, and office logistics.
• Assist with onboarding new agents and employees, including office orientation and system setup.

Marketing & Client Relations Support

• Assist with preparing marketing materials, flyers, listing presentations, and newsletters.
• Manage social media posts and online platforms (optional depending on company needs).
• Maintain customer databases (CRM) and follow up on inquiries or leads.

Qualifications Required

• High school diploma or equivalent; Associate’s or Bachelor’s preferred.
• Experience in an office administration role (real estate or mortgage preferred).
• Strong communication and customer service skills.
• Proficiency in office software (MS Office, Google Workspace).
• Ability to handle confidential financial and personal information securely.

Skills

Key Competencies

• Highly organized and detail-oriented
• Ability to manage multiple deadlines across transactions and loans
• Professional, friendly, and client-centered
• Strong problem-solving and prioritization skills
• Ability to work independently and support a team in a fast-paced environment