Executive Administrative Assistant

Executive Administrator – Real Estate & Holiday Homes

Location: Dubai, UAE
Employment Type: Full-Time
Department: Operations / Administration

About the Role

We are looking for a highly organized, proactive, and detail-oriented Executive Administrator to join our real estate and holiday homes operations team in Dubai.

The ideal candidate will have experience in Property administration, tenant/guest communication, contracts, Ejari, holiday home permits, property listings, and maintenance coordination. This role requires someone who can independently manage day-to-day administrative tasks while ensuring properties, tenants, guests, owners, and service providers are properly coordinated.

Key Responsibilities

Real Estate & Property Administration

• Manage day-to-day administrative activities related to residential and holiday home properties.
• Coordinate with tenants, guests, property owners, landlords, and service providers.
• Prepare and organize tenancy agreements, contracts, addendums, notices, and other property-related documentation.
• Handle Ejari registrations, renewals, and related documentation.
• Maintain accurate and up-to-date property, tenant, owner, and contract records.
• Track contract renewals, expiry dates, payments, deposits, and other important deadlines.

Holiday Homes & Licensing

• Coordinate holiday home permit applications, renewals, and property documentation.
• Ensure properties have the required permits and documentation before being listed or operated.
• Assist with compliance-related requirements and communicate with relevant authorities when required.
• Maintain records of permits, approvals, licenses, and property documentation.

Property Listings & Portals

• Create, update, and manage property listings across relevant real estate and holiday home portals.
• Ensure property information, descriptions, pricing, availability, photographs, and amenities are accurate.
• Coordinate listing updates, availability calendars, and promotional requirements.
• Monitor listings and ensure properties remain active and properly presented.

Tenant & Guest Communication

• Handle day-to-day communication with tenants and holiday home guests professionally and promptly.
• Coordinate check-ins, check-outs, access requirements, maintenance requests, and other operational matters.
• Follow up on tenant/guest issues and ensure they are resolved efficiently.
• Escalate complex issues to management when necessary.

Maintenance & Operations Coordination

• Receive and coordinate maintenance requests from tenants, guests, owners, and internal teams.
• Assign jobs to maintenance technicians and external contractors.
• Follow up on work orders and ensure issues are resolved within the required timeframe.
• Coordinate property inspections, repairs, cleaning, pest control, AC servicing, plumbing, electrical work, and other property-related services.
• Maintain records of maintenance requests, quotations, invoices, and completed works.

Executive & General Administration

• Maintain organized digital and physical filing systems.
• Prepare reports, trackers, schedules, and administrative summaries for management.
• Coordinate appointments, inspections, contractors, and property-related meetings.
• Assist management with operational follow-ups and special administrative projects.
• Ensure all tasks are properly tracked and followed through to completion.

Requirements

• 1 year of experience in real estate administration, property management, holiday homes, hospitality, or a similar field.
• Strong knowledge of Dubai real estate and holiday home processes is highly preferred.
• Practical experience with Ejari and holiday home permit procedures.
• Experience dealing with tenants, guests, landlords, owners, contractors, and service providers.
• Strong written and verbal English communication skills.
• Excellent organizational and time-management skills.
• Strong attention to detail and ability to manage multiple properties and tasks simultaneously.
• Proficiency in Microsoft Office / Google Workspace and property management or CRM systems.
• Ability to work independently, prioritize tasks, and follow up consistently.
• Professional, responsive, and solution-oriented approach.

Key Skills

• Property Administration
• Tenant & Guest Relations
• Contract Preparation
• Ejari
• Holiday Home Permits
• Property Listings & Portals
• Maintenance Coordination
• Vendor & Contractor Management
• Documentation & Filing
• Calendar & Deadline Management
• Microsoft Office / Google Workspace
• Communication & Follow-up
• Problem Solving
• Multitasking

What We’re Looking For

We are looking for someone who is hands-on and takes ownership. This is not a purely desk-based administrative role. The successful candidate should be comfortable coordinating between tenants, guests, owners, contractors, authorities, and management, while keeping track of multiple properties and ensuring that nothing is missed.

If you are organized, responsible, quick to respond, and have a strong understanding of Dubai property and holiday home administration, we would like to hear from you.

To Apply: Please send your CV along with your current salary, expected salary, notice period, and relevant experience in Dubai real estate / holiday homes.

Pay: From AED4,000.00 per month

Work Location: In person