Front Desk Administrator

Roles Responsibilities Manage the reception area and serve as the operational backbone of the office Welcome visitors and clients in a professional and courteous manner representing the brand s premium image Manage incoming calls emails and general inquiries directing them to the appropriate team member Maintain a tidy presentable and wellstocked reception and meeting area Schedule and coordinate meeting room bookings and client appointments Liaise with developers regarding new listings property availability documentation and project updates Maintain and update records of developer contacts agreements and ongoing communications Follow up on pending documentation approvals or requests between 8 Collective and developer partners Organize and file propertyrelated documents such as brochures floor plans price lists and NOCs Support the sales team with administrative tasks including preparing listing documents proposals and presentations Coordinate scheduling of property viewings client meetings and followups between sales agents and clients developers Maintain and update the CRM system with client listing and transaction information Assist in preparing offer letters MOUs tenancy contracts and other transactionrelated paperwork Track deal pipelines and flag pending actions to relevant agents or management Maintain and track renewal timelines for the company s trade license ensuring timely renewal and avoiding lapses Manage broker cards for all agents including tracking issuance renewals and expiries with RERA relevant authorities Maintain RERA certificates and ensure all listings and agents remain compliant with regulatory requirements Track and renew electronic permits epermits required for property listings and marketing Maintain organized digital and physical records of all staff documents such as visas Emirates IDs labor cards passports contracts Flag upcoming expiries of company and staff documents Coordinate with PRO services government typing centers or relevant authorities for document processing and renewals Maintain a master tracker calendar of all company and staff document expiry dates to ensure proactive renewals Manage office supplies courier services and vendor coordination Maintain organized digital and physical filing systems for company and client records Assist HR management with onboarding logistics attendance tracking or basic administrative support as needed Prepare reports meeting minutes and correspondence as required Support management with adhoc administrative and coordination tasks Desired Candidate Profile Bachelor s degree or diploma in Business Administration Office Management or a related field preferred 1 to 3 years of experience in a front desk administrative or coordination role Experience within real estate brokerage or property management is a strong advantage Working knowledge of RERA regulations trade license renewals broker card processes and general UAE government documentation procedures is preferred Excellent verbal and written communication skills in English Arabic language skills are a plus Proficiency in MS Office Word Excel Outlook and familiarity with CRM and document management systems Valid UAE residency visa status with the ability to work fulltime in Dubai Prior experience coordinating with developers government PRO services or typing centers is an advantage Professional presence with polished appearance and demeanor suited to a highend brokerage Highly organized and able to manage multiple documents deadlines and renewal timelines Detailoriented with accuracy in handling licenses certificates contracts and compliance paperwork Proactive with anticipation of upcoming renewals followups and bottlenecks Strong communicator comfortable liaising with developers sales agents clients and government entities Discreet and trustworthy in handling sensitive company staff and client documentation Calm under pressure and able to multitask in a fastpaced brokerage environment Teamoriented and supportive without needing close supervision Techcomfortable and quick to learn CRM platforms government portals and digital filing systems