Real Estate Administrative Assistant

Job Title: Real Estate Admin/Document Controller

Job Overview: The Real Estate Admin/Document Controller is responsible for managing all administrative tasks and documentation processes related to the real estate portfolio. This role involves maintaining and organizing property records, handling communication and correspondence, and ensuring compliance with legal and regulatory requirements. The Real Estate Admin/Document Controller will support the real estate team by providing efficient administrative services and managing document control systems to ensure smooth operations.

Key Responsibilities:

Document Management:

• Maintain and organize all real estate documents, including contracts, lease agreements, property deeds, and financial records.
• Implement and manage document control systems to ensure easy retrieval and storage of documents.
• Ensure all documents are up-to-date, accurately filed, and compliant with legal and regulatory standards.
• Prepare and distribute documents as required, ensuring accuracy and completeness.

Administrative Support:

• Provide administrative support to the real estate team, including scheduling meetings, managing calendars, and handling correspondence.
• Assist in the preparation of reports, presentations, and other documentation for internal and external stakeholders.
• Handle incoming and outgoing mail, emails, and phone calls related to real estate activities.
• Manage office supplies and equipment, ensuring the office environment is well-maintained and functional.

Data Management:

• Maintain and update databases and spreadsheets related to property management, leasing, and financial records.
• Ensure data accuracy and integrity by regularly reviewing and verifying information.
• Generate reports and summaries based on data analysis to support decision-making processes.

Regulatory Compliance:

• Ensure all real estate activities and documentation comply with local, state, and federal regulations, including health and safety standards.
• Coordinate with legal counsel to address any compliance-related issues.
• Maintain knowledge of current real estate laws and regulations in UAE.

Tenant and Vendor Relations:

• Assist in managing tenant communications, including lease renewals, rent collections, and addressing tenant inquiries and concerns.
• Coordinate with vendors and service providers to schedule maintenance, repairs, and inspections.
• Maintain positive relationships with tenants, vendors, and service providers to ensure smooth operations.

Project Support:

• Provide administrative support for real estate projects, including acquisitions, dispositions, and developments.
• Assist in the coordination and management of project timelines, budgets, and deliverables.
• Prepare and maintain project documentation, including contracts, permits, and progress reports.

Qualifications:

• Education and Experience:
• Bachelor's degree in Business Administration, Real Estate, or a related field is preferred.
• Minimum of 3-5 years of experience in an administrative or document control role, preferably within the real estate industry.
• Experience working in Dubai or the UAE is highly desirable.

Skills and Competencies:

• Strong knowledge of document management principles and practices.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Exceptional attention to detail and accuracy in document handling and data management.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and document management software.
• Strong communication and interpersonal skills, with the ability to work effectively with diverse teams and stakeholders.

Certifications and Licenses:

• Professional certifications in document control or real estate administration are a plus.

Personal Attributes:

• High ethical standards and integrity.
• Supporting MD Calendar and Schedules.
• Working Independently Without Dependency
• Reporting to Immediate Manager and MD.
• Strong problem-solving and decision-making abilities.
• Ability to work independently and as part of a team.
• Adaptable and flexible, with the ability to thrive in a fast-paced environment.

Job Types: Full-time, Permanent

Pay: AED2,500.00 - AED4,500.00 per month