Real Estate Administrative Assistant

Stealth Mode Startup; Dubai; On-site; AED 50,000 - 78,000; Full time

Benefits offered by this job

UAE employment visa

Medical insurance

Annual leave

Flight allowance

Job summary

Stealth Mode Startup in Dubai is seeking an Administrative & Operations Coordinator to manage day-to-day office operations, paperwork, and CRM activity. You will be the operational hub, handling forms, listings, insurances, and compliance while reporting to the Operations Manager.

You will coordinate schedules, support agents, manage invoices, and maintain accurate records. The role offers a path to Office/Operations leadership within a small, dynamic team leveraging AI tools.

Qualifications

• 2+ years in administration, office coordination or operations in Dubai.
• Excellent written and spoken English; Arabic or Russian is an advantage.
• Strong working knowledge of Google Workspace and Microsoft Office.
• 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.

Responsibilities

• 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.
• 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.
• Raise invoices, track commissions and payments, and chase outstanding amounts.
• Keep company documents current: trade licence, insurance, RERA registrations, visas and renewals.
• Coordinate property photography, listing copy and portal uploads.
• Keep listings live, accurate and compliant across Property Finder, Bayut and Dubizzle.

Skills

Organization

English proficiency

CRM familiarity

Google Workspace

Detail-oriented

Independent worker

Tools

Google Workspace

Microsoft Office

Property Finder CRM

Bitrix24

Zoho

HubSpot

Job description

AED 4,500 - 7,000 per month, depending on experience.

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

• 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 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

• 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,

• 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

• 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

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

• 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.