Real Estate Administrator

Management Solutions International MSI; Dubai; Hybrid; AED 100,000 - 167,000; Full time

Job summary

Management Solutions International MSI is seeking a Real Estate Admin to support brokers and manage property listings, CRM data, and administrative tasks in a hybrid Dubai environment.

The role combines listing management, broker enquiries, documentation, permits, utilities, and reporting to ensure smooth onboarding of new properties and effective broker engagement.

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.

Responsibilities

• Create, upload and maintain accurate property listings on Property Finder, Bayut and other platforms.
• Draft and edit property descriptions, select keywords and upload professional-quality images.
• Ensure property details (pricing, amenities, availability) are updated and competitive.
• Serve as the first point of contact for brokers via calls, WhatsApp 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.
• Fully manage Zoho CRM entries related to broker enquiries and leads.
• Ensure lead stages, statuses and reporting are consistently updated.
• Monitor automation flows and make manual adjustments when required.
• 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.
• Draft and process tenancy contracts, addendums, and owner/tenant agreements.
• Maintain proper digital filing and indexing of all contracts and legal records.
• 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.
• Apply for 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.
• Maintain an updated database of contracts, utilities, permits, vendors and broker interactions.
• Generate structured reports and dashboards for management review.
• Proficiency with CRM: Zoho; Broker communication: WhatsApp Business; Listings: Property Finder Bayut; Communication: Outlook/MS Teams; Documentation: MS Office.

Skills

Real estate admin

Broker coordination

English proficiency

Multitasking

Attention to detail

MS Office

Zoho CRM

Online listing portals

Organization

Ownership mindset

Tools

Zoho CRM

WhatsApp Business

Property Finder

Bayut

Outlook

MS Teams

MS Office

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 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: 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.