Key Responsibilities1. Real Estate Administration

Provide daily administrative and coordination support to the Real Estate and Property Management team.
Maintain organized and up-to-date records of all company-owned and managed properties.
Maintain property files, tenancy contracts, lease agreements, title documents, correspondence, permits, and other relevant documentation.
Prepare letters, notices, forms, reports, agreements, and other property-related documents.
Manage incoming and outgoing emails and correspondence relating to properties and tenants.
Maintain property databases, spreadsheets, trackers, and management records.
Monitor important deadlines, renewal dates, contract expiry dates, and other property-related requirements.

2. Tenancy & Leasing Coordination

Coordinate the preparation and renewal of tenancy contracts and lease agreements.
Follow up with tenants regarding required documents, signatures, payments, deposits, and other tenancy requirements.
Coordinate move-in and move-out procedures with tenants and relevant departments.
Prepare and issue tenancy-related notices as instructed by management.
Maintain accurate records of tenant information, lease periods, rental amounts, security deposits, and payment schedules.
Monitor upcoming tenancy and lease expirations and initiate renewal follow-ups in a timely manner.
Coordinate with real estate brokers and agents regarding leasing activities, property viewings, and tenant requirements.
Assist with property listings and ensure property information is accurate and updated.

3. Ejari, DLD & RERA Coordination

Assist in coordinating Ejari registration and renewal for tenancy contracts.
Prepare and organize the required documentation for Ejari and other property-related submissions.
Coordinate with tenants, landlords, agents, and authorized service providers regarding Ejari requirements.
Assist with Dubai Land Department (DLD) and RERA-related administrative requirements when required.
Monitor relevant property documentation and renewal requirements.
Coordinate with government authorities, service centers, and external representatives when necessary.
Ensure all submissions and documentation are completed accurately and within the required timelines.
Keep copies of approvals, certificates, registrations, and related documents in the appropriate property files.

4. Property Maintenance Coordination

Receive and coordinate maintenance requests from tenants and property representatives.
Liaise with maintenance companies, contractors, technicians, and suppliers.
Arrange property inspections and maintenance visits.
Coordinate access to properties with tenants, contractors, and relevant representatives.
Obtain quotations for maintenance and repair works when required.
Submit quotations and recommendations to management for approval.
Follow up on approved maintenance works until completion.
Verify that completed works have been attended to and properly documented.
Maintain records of maintenance requests, quotations, work orders, invoices, and completed works.
Escalate urgent, major, or unresolved maintenance issues to management.

5. Rental & Payment Coordination

Maintain rental payment schedules and monitor upcoming and outstanding payments.
Coordinate with tenants regarding rental payments, cheques, transfers, deposits, and other payment requirements.
Follow up on outstanding rental amounts and provide updates to management and Finance.
Coordinate with the Finance Department regarding rental collections, deposits, refunds, invoices, and property-related expenses.
Maintain accurate records of security deposits and other tenant-related payments.
Assist in preparing payment requests, receipts, statements, and supporting documentation.
Maintain proper records of property-related financial documents.

6. Property Handover & Inspection

Coordinate tenant move-in and move-out inspections.
Arrange property handover appointments and key collection/return.
Prepare and maintain property handover documentation.
Coordinate with maintenance teams regarding snagging, repairs, and reinstatement works.
Record property condition and report any issues identified during inspections.
Follow up on outstanding works before or after tenant handover.
Coordinate the return or settlement of security deposits as instructed by management and Finance.

7. Document Control & Compliance

Ensure all property and tenancy documents are properly filed and easily accessible.
Maintain physical and electronic property files.
Ensure documents are complete, accurate, properly signed, and up to date.
Monitor expiry dates of tenancy contracts, Ejari registrations, permits, and other relevant documents.
Maintain confidentiality of tenant, owner, company, and property information.
Ensure administrative activities follow company policies and applicable UAE/Dubai regulations.

8. Coordination with Stakeholders

The role will regularly communicate and coordinate with:

9. Reporting

Qualifications & Requirements

Bachelor's degree or diploma in Real Estate, Property Management, Business Administration, or a related field is preferred.
Minimum 2–3 years of experience in real estate administration, property management, leasing, or a similar role.
Previous experience in the UAE/Dubai real estate sector is highly preferred.
Good understanding of Ejari, DLD and RERA-related procedures.
Good knowledge of tenancy and leasing administration.
Strong knowledge of Microsoft Office, particularly Excel, Word, and Outlook.
Excellent organizational and time-management skills.
Strong attention to detail and accuracy.
Excellent written and verbal communication skills.
Ability to communicate professionally with tenants, owners, brokers, contractors, and government authorities.
Strong follow-up and coordination skills.
Ability to handle multiple properties and tasks simultaneously.
Ability to work independently and meet deadlines.
High level of professionalism, confidentiality, and integrity.

Pay: From AED3,500.00 per month

Work Location: In person

Real Estate Admin

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